Office Support Specialist - Hybrid

Office Support Specialist - Hybrid

Risk Management

Job Summary

Provide administrative and accounting/purchasing support duties for the Office of Risk Management. Work is performed in a hybrid setting and is sedentary for the most part. No unusual physical exertion required.

Duties & Responsibilities

• Perform monthly reconciliation of financial statements for various accounts

• Process journal vouchers and billings as necessary to charge insurance premiums to the correct units

• Issue purchase orders and change orders for the payment of commercial insurance policies and other services as needed

• Assist in the administration of insurance activities related to leased space including: reviewing leases to determine insurance requirements to obtain proper proof of insurance; tracking receipt of required proof of insurance; and maintaining the leased space database to ensure information is accurate and updated in a timely manner

• Maintain calendars and schedule meetings

• Assist colleagues with various department related projects

• Maintain property accounting/inventory, order supplies, and dispose of items to surplus

• Maintain records retention and requests for permission from State to discard

• Review incoming mail and distribute it to the appropriate staff

• Make travel arrangements as needed for the office for conferences and other work engagements

• Assist with departmental P-Card/T-Card purchases/transactions

• Perform other assigned duties appropriate for an Office Support Specialist classification.

Minimum Qualifications

1.High school diploma or equivalent.

2.Any one or combination totaling two (2) years (24 months) from the categories below:

a. 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)

b. Work experience performing office/clerical activities, including the use of computer systems.

3.One (1) year (12 months) of work experience comparable to the second level of this series.

Preferred Qualifications

Preferred:

Work experience performing clerical/office support work, including use of computer systems; vocational training; college or university coursework in Office Occupations, Business Administration, Business Education or closely related fields or a college or university course work in any curriculum equaling 60 semester hours or 24 months.

Knowledge, Skills and Abilities

• Ability to interpret University policies/procedures and complex insurance-related documents.

• Ability to handle account-servicing activities that applies knowledge of accounting principles and practices.

• Excellent verbal and written communication skills to effectively communicate with University and departmental officials/staff, insurance representatives, and other internal/external persons seeking assistance from the Office of Risk Management.

• Strong interpersonal skills to provide high quality customer service that reflects positively upon the Office of Risk Management, and to develop/maintain professional work relationships with others.

• Ability to work independently and exercise good judgment and discretion in the performance of assigned duties and responsibilities.

• Organizational and multi-tasking skills to prioritize work accordingly to meet stringent deadlines and respond to urgent matters.

• Proficiency with Microsoft Office Suite programs/applications including Word, Excel, Outlook, and PowerPoint. Computer skills in utilizing a web browser (e.g., Microsoft Internet Explorer, Mozilla Firefox, or comparable web browser).

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 5/15/2024. The minimum salary for this position is $40,000 and the salary is commensurate with experience and qualifications. System Office jobs such as this one are not eligible for the Referral Program.

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 May 15th, 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 Bree Smith at cbsmith@uillinois.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: 1024295

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu