Office Support Specialist - Building Maintenance - Facilities & Services
University of Illinois

Office Support Specialist - Building Maintenance - Facilities & Services

Facilities & Services

Job Summary
The Office Support Specialist works at the direction of the Director of Building Maintenance & Grounds or their designee to perform support duties for the Building Maintenance & Grounds department.

Duties & Responsibilities

• Serves as Building Maintenance & Grounds (BMG) liaison for team members, campus customers, and other stakeholders. Provides general office support as directed by the Director of Building Maintenance & Grounds or their designee.
• Assists BMG management through organization and preparation of materials for presentations, meetings and other engagements. Aids in coordination and scheduling of events. Attends meetings and takes detailed minutes or notes as requested. Establishes, manages, and revises as necessary calendars for the Director of BMG and other select members of the BMG management team.
• Maintains and updates records including, but not limited to, the following: steward list, emergency callback schedule, employee emergency call list, departmental service tags, licensing renewals, training records, departmental position descriptions, and performance evaluations. Assists with customer service, work management, and estimate paperwork as needed. Creates, maintains, and updates departmental forms and various Excel spreadsheets. Enters and maintains data in AiM (integrated work management system). Produces and distributes reports as required.
• Coordinates and processes travel arrangements, payments, and employee reimbursements for departmental personnel. Assists departmental personnel with P-Card purchases and conference/training registrations as needed. Reviews invoices related to service contracts and provides approval to pay.
• Provides hiring process and other personnel support for BMG.
• Reviews, proofs, and edits as necessary documents/records containing sensitive and confidential information prepared by the Director of Building Maintenance and other management staff.
• Assists BMG personnel with basic computer issues (e.g., email, meeting scheduling, electronic templates, etc.) and maintain records for shops as needed.
• Perform other duties as assigned.

Additional Physical Demands
This position does not require performance of physical tasks other than those normally provided by administrative office personnel. The environment of the office is the same as normally found in an administrative office.

Minimum Qualifications

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 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)
    • 90 semester hours equals two (2) years (24 months)
    • Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
  • Work experience performing office/clerical activities, including the use of computer systems.
• One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills and Abilities

• Addresses the daily duties and responsibilities of the reception area, i.e., answering telephones, greeting visitors, relay messages to appropriate staff members when necessary. Distribute unopened mail to addressees. Responding to requests for readily available factual information.
• Must be able to communicate effectively with the professional and support staff members in a broad range of challenging circumstances while remaining focused on customer service principles. There are general guidelines to follow, but the complexities of these tasks require some personal initiative, tact, and authority.
• The incumbent must have a working knowledge of various computer programs (Microsoft Word, Excel, etc.), a demonstrated ability to learn new programs, and an operational knowledge of office equipment (e.g., personal computers, printers, copiers, etc.).
• Must be willing to learn or have a working knowledge of the University's policies and procedures, including a general knowledge of various University and office manuals. The incumbent must be able to prioritize assignments in order to meet deadlines while maintaining the day-to-day operation of the unit for which they are responsible.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after the search close date. Salary is established based on a collective bargaining agreement which is currently $20.718/hour. Sponsorship for work authorization is not available for this position.

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 December 4, 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 sarshad4@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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 .

Requisition ID: 1027890
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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