Office Support Specialist (Receptionist) - School of Literatures, Cultures and Linguistics

University of Illinois Urbana-Champaign

Duties & Responsibilities

• Receive walk-in and telephone traffic, identify visitors’ needs, assist with the resolution, and/or direct them to the appropriate offices and personnel. Responsible for opening and closing office suite doors for official hours of operation.

• Initiate, review and maintain awareness of policies and processes of the unit which include but not limited to departmental budgets, expenditures and P-card/T-card transactions including creating logs and reconciliation. Assist with IBUY purchases for office supplies for departments.

• Support building-wide mail operations. Oversees the work of the student worker in mail distribution. Distribute campus, US, and express mail/packages when students are not available to do so. Handles UPS and other mailing services for SLCL Staff and verifies related expenses through P-Card.

• Maintains FLB conference room scheduling and online calendars. Refer scheduling questions and conflicts to the proper resource. Update department websites and bulletin boards and help with Staff Recognition and Appreciation planning.

• Facilitate copy services for exams and other teaching materials in SLCL. Dispense supplies from 2nd floor Ready Stock Drawer and maintain supply logs/data entry. Assist faculty, staff, and students with key loans. Maintain 2nd-floor key drawer. Assist the facilities office with keys, stocking paper in copiers, making sure signs are updated on each floor, and related tasks.

• Performs other duties as assigned to further the mission of the School.

Required 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

Ability to build rapport and establish effective working relationships with co-workers and stakeholders. Ability to communicate effectively with students, faculty, and staff. Ability to interact effectively with people of different cultural and linguistic backgrounds. Excellent interpersonal skills and professional acumen. Proficiency using common computer applications such as word processors, spreadsheets, databases, email, and web browsers. Ability to learn and work with new technology as needed to perform office duties. Excellent organizational skills. Firm sense of responsibility and commitment to good attendance. General knowledge of clerical procedures and ability to obtain knowledge of campus policies and procedures. Professional demeanor and positive attitude, consistent with the person’s role as initial contact with, and representative of, SLCL staff and faculty. Ability to be self-motivated, prioritize tasks, multi-task, and exercise good judgment. Ability to use discretion and maintain confidentiality in all business matters. Ability to handle sensitive matters with tact and diplomacy. Ability to remain calm and productive in a busy work environment with frequent interruptions.

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 deadline date. Salary is commensurate with experience.
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 January 31, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your resume (months and years of employment must be included), and names/contact information for three professional references. 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 slcl-hr-office@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: 1014437
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu