Office Support Assistant - University of Illinois Extension

Extension, Unit 12, Pontiac

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
The Office Support Assistant is to work as a team member with all Extension staff in responding to local requests for information and assisting with program delivery support. The Office Support Assistant will provide primary responsibility to the specific tasks listed below. This full time, 12 month position in the Livingston County office is available contingent upon annual funding.

Duties & Responsibilities
Fiscal

Perform the following fiscal duties as requested by the County Director and Unit Business Manager. Report and transfer all fiscal expenditure/receipt documents as directed to Unit Business Manager:
Report and transfer all fiscal expenditure/receipt documents as directed to Unit Office Support Specialist(Fiscal):
Manage and reconcile cash drawers, and receipt processes for transactions, and prepare and deliver deposits. Send receipts and documentation monthly to Business Manager.
Update UI equipment inventory tracking for Livingston office.
Additional fiscal duties as requested by the County Director and Unit Business Manager.

General Office Duties

Perform general office duties including but not limited to:
Open and close the office for office hours of 8 a.m. – 12 p.m. and 1 – 4:30 p.m. Monday – Friday.
Serve as receptionist (telephone calls, assisting walk in clients and at specific programs).
Schedule maintenance and repair of office machines including Mondopad, check out/robotics computers, postage machine updates, AED and Fire extinguisher checks.
Open, and distribute mail to staff.
Maintain/organize workroom and storage areas.
Assist County Director, Unit Educators, and program support staff with clerical needs as requested.
Maintain and update entrance and office informational racks and bulletin boards.
Monitor/order publications for library and resale purposes (including pricing). Report and transfer all expenditure/receipt documents as directed to Unit Business Manager.
Assist with all Livingston Extension programs (online, phone, and mail registrations; meal planning; supply purchases; equipment/room reservations; room set up).
Work with Unit Publicity and Promotion Specialist on unit-wide mailing lists.
Assist Livingston Master Gardener volunteers with minimal clerical needs.

4-H Duties

Perform the following 4-H duties:
Assist Livingston 4-H Program Coordinator with maintaining all 4-H records; using ZSuites for all 4-H records for statistical information; enrollments; fee payments; labels; fair registrations; and for reports sent to State 4-H office.
Assist with material preparations and communications for 4-H events.
Assist Livingston 4-H Program Coordinator with ordering and inventorying all 4-H materials. Report and transfer all expenditure/receipt documents as directed to Unit Business Manager.
Assist Livingston 4-H Program Coordinator with oversight of 4-H loan materials.
Maintain record of 4-H Club member payments.
Assist with the Livingston County 4-H Show as appropriate to job description (includes irregular hours).

Misc
Other duties as assigned.
Assist with the total University of Illinois Extension program as appropriate to job description.
Comply with Affirmative Action/Equal Opportunity policies/guidelines in all aspects of Extension work

Minimum Qualifications

High school diploma or equivalent.
Any one or combination totaling six (6) months from the categories below:
College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
15 semester hours equals six (6) months
Work experience performing office/clerical activities, including use of computer systems.

Knowledge, Skills and Abilities

• Clerical and office environment experience

• 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.

• Ability to work independently, while positively contributing as part of a professional office team.

• Good organizational, management, and problem-solving skills.

• Good listening skills.

• Computer experience, including Microsoft Office Suite.

• Must be dependable and must maintain work hours as needed and assigned.

• Ability to follow instructions and perform work accordingly.

Appointment Information
This is a 100% full-time Civil Service 0845 - Office Support Assistant position, appointed on a 12-month basis. Salary is $18.196/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 (CST) on December 15, 2022. 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. For further information about this specific position, please contact kbuckley@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, COVID-19 vaccination requirement, 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: 1014045
Job Category: Off-Campus
Apply at: https://jobs.illinois.edu