Office Support Associate - University of Illinois Extension
Extension - Unit 3, Woodstock
WE TRANSFORM LIVES.
Everything we do is designed to improve the quality of life of the people in the state of Illinois, across the nation, and around the world. We discover, develop, translate, and disseminate knowledge to address societal concerns and train the next generation of experts and leaders in a way that empowers them to expand the boundaries of science to higher levels of understanding and influence.
Be a part of our story. Through learning partnerships that extend knowledge and change lives, University of Illinois Extension provides educational programs aimed at making life better, healthier, safer, and more profitable for individuals and their communities. Illinois Extension has operated continuously for more than 100 years connecting the citizens of Illinois to their land-grant university by providing educational programming around the state. University of Illinois Extension is based in the College of ACES and works with all colleges and units of the University of Illinois at Urbana-Champaign.
Job Summary
Works under general supervision of the County Director to organize, coordinate, and perform a variety of clerical duties requiring knowledge of general office and university procedures and methods.
Duties & Responsibilities
Fiscal Support • Monitor petty cash for the office and make bank deposits • Serve as a proxy and process reimbursements in TEM for the unit • P-card and t-card reconciliation responsibilities for the unit office including obtaining information, paperwork and overseeing submission • Utilize t-card to secure travel arrangements and food supplies, as requested • Report monthly sales tax report for the county
Administrative Duties • Answer and direct incoming calls and greet visitors in the office • Maintain meeting room calendars • Arrange internal and external meetings for the unit by scheduling date and time, secure room reservation, arrange food service, and coordination of schedules • Maintain filing system for both paper and online files • Utilize a wide variety of software to format materials such as reports, agenda, meeting minutes, certificates, and other documents. Type materials from rough draft to final form. • Assist County Director with compliance review records, including civil rights information • Assist educators and extension program coordinators as needed. This includes preparation of program materials, maintenance of databases, preparation of mailings • Create agendas and take minutes for staff meetings • Monitor office supplies and place orders for the unit when needed • Schedule equipment repair as needed
Other • Other duties as assigned • Comply with Affirmative Action/Equal Opportunity policies/guidelines in all aspects of Extension work
Additional Physical Demands
To perform the functions of this position, the employee will be required to perform work both within an office and outside in the communities that are served and must have the capability to travel from one location to the other in a timely fashion. Employee is responsible for securing personal transportation. A valid driver's license is preferred. Some work will be required during evenings and/or weekends. When working, the employee may be exposed to a variety of environmental factors to include, but not limited to, hot or cold weather, exposure to noise and allergens, and uneven ground. In performing the functions of this position, the employee may be subjected to various mental and physical demands as well to include, but not limited to, independently traveling to and performing work at different locations, ability to move, transfer and/or transport items that may occasionally weigh up to forty (40) pounds and frequently weigh up to twenty (20) pounds, and twisting, pushing and pulling movements. More detailed information regarding the functions of this position (including the physical, mental, and environmental requirements of the position) may be obtained from Human Resources for the College of Agricultural, Consumer and Environmental Sciences (ACES) by contacting hr@aces.illinois.edu.
Minimum Qualifications
High school diploma or equivalent. Any one or combination totaling eighteen (18) months from the categories below: College coursework in any curriculum as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months) Associate's Degree (60 semester hours) equals eighteen months (18 months) Work experience performing office/clerical activities, including the use of computer systems.
Knowledge, Skills and Abilities
Strong written and oral communication skills.
Capacity to communicate both verbally and written with a wide variety of people. Meet the public with a pleasant, composed and cordial manner and speak clearly and concisely.
Skill in working independently, while positively contributing as part of a professional office team.
Ability to use Windows-based computer applications, presentation and communications equipment.
Appointment Information
This is a 60% part-time Civil Service 0846 - Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for this classification is $20.718/hour.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on April 29, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact mcx@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.
Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver's License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .
