Office Support Specialist

Office Support Specialist Purchasing and Contract Management Office The Purchasing and Contract Management Office is currently seeking an Office Support Specialist to serve as the first point of contact for the office and be responsible for performing a range of office support tasks which require a use of good judgement and initiative.
Duties & Responsibilities: Serves as front desk receptionist for the Purchasing Office.
To include, but not limited to, greeting guests, answering the main Purchasing phone lines, directing foot traffic, sorting mail, maintaining log of invoice vouchers (For example, but not limited to - Customs Broker, Shipping, & Household Good Moves) coming into Purchasing, and providing a professional impression of the Purchasing Office.
Records all Bid and RFP responses from Vendors and is the main contact for bid openings twice a week, opening, reading, and recording entries.
Main Purchasing contact for Campus Units in regard to creating new or editing current Ship-To- Address in the SCT Banner system.
Daily scanning and indexing of Purchase Order Files and documentation.
Including but not limited to solicitation documents, mailing, sorting, and internal distribution.
Research Purchase Orders returned by the USPS for re-sending to the correct Vendor address.
Reviews daily Rollback Report for Requisitions and Purchase Orders.
Research entries and contacts Campus Units and Purchasing Staff with information needed to correct the transactions.
Provides back-up support for monitoring AITS Service Desk Requests.
Closes and cancels Purchase Orders and requisitions as needed.
Assists the Office Support Specialist in vendor ID corrects when necessary.
Manage office calendars, set meetings for Director of PCM & Sr.
Associate Director, & training reminders.
New hire liaison.
For example, but not limited to, new equipment purchases, Business card orders, manage equipment inventory, telecommunications setup.
Other duties as assigned.
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 an Office Support Associate.
Preferred Qualifications: Licensed Notary Knowledge, Skills, and Abilities: Working knowledge of the purchasing system pertaining to the bidding process, routing of Purchase Orders, and Purchasing procedures and policies.
Advanced computer skills to perform duties and responsibilities proficiently using Microsoft Word, Excel, Access, Outlook, PowerPoint, and Internet Explorer.
Experience in Banner is desirable.
Excellent keyboarding, grammar, and proofreading skills.
Proficiency with office equipment including photocopiers, printers, and digital senders.
Good communication skills to effectively interact with department officials/staff, vendors, and other people seeking assistance from the Purchasing Office.
Excellent organizational and multi-tasking skills to prioritize work accordingly to meet stringent deadlines while staying on task with other assigned duties and responsibilities.
Strong interpersonal skills to establish and develop effective working relationships.
Ability to maintain confidentiality and professionalism.
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 close of the search.
Salary for this position is $40,400.
10.
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 (CST) on March 27, 2024.
Apply for this position using the Apply Now button at the top or bottom of this posting.
Application materials should include a cover letter, a current resume, and at least three references, including contact information.
Work authorization sponsorship is not available for this position.
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 Jen Cochrane at walburnc@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.
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: 1023619 Job Category: Administrative Support Apply at: https://jobs.
illinois.
edu