Office Support Associate - School of Social Work at University of Illinois in Urbana, Illinois

Job Description:

Office Support Associate - School of Social Work


Located On-Site in Urbana, IL



Job Summary

Provide general and financial support in the Business Office of the School of Social Work. Support will be provided for employees throughout Illinois, but focused in Urbana, Springfield and Chicago. These employees encompass the School, two research centers, and multiple grants and contracts.

Duties & Responsibilities


General Office Support
• Makes travel arrangements for staff, faculty and students.
• Screens calls and visitors for the School; determines needs and handles routine inquiries, requests, or problems.
• Creates, updates, revises, and retrieves files; files records; responsible for maintaining adequate, accurate, and accessible information, including confidential materials.
• Schedules interviews to be held on-campus or virtually, based on committee and candidate availability.
• Maintains the supply room.
• Distributes incoming mail; coordinates and schedules package/freight shipments.
• Assists with other general human resource related activities as needed.
• Distributes Monthly Financial Reports to PI's.

Financial Support
• Makes purchases using various purchasing mechanisms (PCard, TCard, iBuy, purchase orders) based on knowledge of what method is most appropriate by campus policy and procedure. Must also verify the accuracy of the chosen fund, the availability of funds, the appropriateness of transactions and if the purchase conforms to University and funding agency policies and procedures.
• Prepares and processes reimbursements and TCard transactions in the Chrome River system adhering to allowability, availability, and policy concerns.
• Posts expenditures into the departmental financial database and assures all data matches Banner reports.
• Provides independent support to staff regarding travel and reimbursement policies, procedures, and guidelines. Assistance often includes technical use of Chrome River system and how to access the campus systems from remote locations. Communication is by phone, email, and in person.
• Initiates obtaining quotes and other necessary documentation for requisitions and contracts.
• Composes and distributes policies, procedures, and informational emails related to purchasing, travel, and reimbursements.
• Receives and records payments; prepares receipts and deposits.

Other duties as assigned.



Additional Physical Demands

Busy, high traffic shared services business office environment.



Minimum Qualifications

1. High school diploma or equivalent.


2. Any one or combination totaling eighteen (18) months from the categories below:
   
   
   1. 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)
      
      
      
      
   
   
   2. Work experience performing office/clerical activities, including the use of computer systems.
   
   
   
   

Preferred Qualifications



Extensive experience in the use of Banner, P-Card and TEM systems.



Knowledge, Skills and Abilities



Ability to complete work within established deadlines. Knowledge of University policies and procedures related to travel, reimbursements, and purchasing. Ability to explain these to faculty, staff, and own employees. Skills in preparing correspondence and spreadsheets using Microsoft Word and Excel. Ability to handle confidential information appropriately. Ability to utilize I-Buy supply ordering system.



Appointment Information


This is a 100% full-time Civil Service 0846 - Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the search posting closes. The collective bargaining agreement sets a salary of $36,901.80. Sponsorship for work authorization is not available for this position


Work for this position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy.


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 October 2, 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 SW-HR@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: 1026809
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
Apply Now