Office Support Associate - Facilities & Services (Preventative Maintenance Program)

Facilities & Services

Job Summary

The primary function of this position is to perform support duties for the Facilities & Services Maintenance Department/Preventive Maintenance Program. The incumbent will work at the direction of the Preventive Maintenance Program Manager or the Building Maintenance Director.

Duties & Responsibilities

• Assist the Preventive Maintenance Program Manager with asset data entry in the AiM database; modifying and/or adding new assets and their attributes.
• Assist the Preventive Maintenance Program Manager with the review and updating of asset and preventive maintenance records in the AiM database.
• Review invoices associated with the Elevator and Boiler/Pressure Vessel Programs and provide approval to pay.
• Review invoices related to service contracts and provide approval to pay.
• Assist with Front Office support as needed.
• Assist the Preventive Maintenance Program Manager with tracking of hydronics sampling and test results.
• Monitor PM work orders to be completed.
• Assist the Preventive Maintenance Program Manager with preventive maintenance scheduling in the AiM database; modify and/or create checklists (PM Standards) and preventive maintenance schedules (PM Templates).
• Scan, name and file Elevator and Boiler/Pressure Vessel inspections and certificates.
• Assist the Preventive Maintenance Program Manager with building information and division of responsibility documentation scanning, naming and filing.
• Assist the Preventive Maintenance Program Manager with other duties as assigned.

Physical Demands

• Standing : Occasionally

• Walking : Occasionally

• Sitting : Constantly

• Talking : Frequently

• Hearing : Frequently

• Visual Acuity : Constantly

Additional Physical Demands

This position does not require performance of physical tasks other than those normally provided by administrative office personnel. The environment of the office is the same as normally found in an administrative office.

Minimum Qualifications

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) 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)
  • Work experience performing office/clerical activities, including the use of computer systems.

Preferred Qualifications

• Possession of a valid state of Illinois driver's license

Knowledge, Skills and Abilities

• Familiarity with daily duties and responsibilities of the reception area, i.e., answering telephones, greeting visitors, relay messages to appropriate staff members when necessary. Distribute unopened mail to addressees. Responding to requests for readily available factual information.
• Must be able to communicate effectively with the professional and support staff members in a broad range of challenging circumstances while remaining focused on customer service principles. There are general guidelines to follow, but the complexities of these tasks require some personal initiative, tact, and authority.
• The incumbent must have a working knowledge of various computer programs (Microsoft Word, Excel, etc.), a demonstrated ability to learn new programs, and a "how to operate" knowledge for personal computers, printers, copiers, fax machine.
• Must be willing to learn or have a working knowledge of the University's policies and procedures, including a general knowledge of various University and office manuals. The incumbent must be able to prioritize assignments in order to meet deadlines while maintaining the day-to-day operation of the unit for which her/she is responsible.
• Excellent organizational and interpersonal skills.

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 close 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 August 7, 2023. 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 frivera@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, 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: 1019447
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu