Office Support Associate

Purchasing and Contract Management Office

The Purchasing and Contract Management Office is accepting applications for an Office Support Associate. The Office Support Associate is responsible for performing a wide variety of office support tasks, which require the use of judgment and initiative and the ability to operate computer systems, using word processing, database, and software packages. Knowledge of the organization, programs, practices, and procedures of the unit is central to the performance of the duties. This position interacts with campus customers and vendors regularly.

Major Duties & Responsibilities:

• Serves as front desk receptionist for the Purchasing Office which includes, but not limited to, greeting guests, answering the main Purchasing phone lines, directing foot traffic, sorting mail, maintaining a log of invoice vouchers coming into Purchasing, and providing a professional impression of the Purchasing Office.
• Records all Bid and RFP responses from Vendors and is the main contact for bid openings twice a week, opening, reading, and recording entries.
• Daily scanning and indexing of Purchase Order Files and documentation. Including but not limited to, solicitation documents, mailing, sorting, and internal distribution.
• Main Purchasing contact for Campus Units in regard to creating new or editing current Ship-To Address in the SCT Banner system.
• Researches Purchase Orders returned by the USPS for re-sending to the correct Vendor address.
• Reviews daily Rollback Report for Requisitions and Purchase Orders. Researches entries and contacts Campus Units and Purchasing Staff with the information needed to correct the transactions.
• Provides back-up support for monitoring AITS Service Desk Requests. Closes and cancels purchase orders and requisitions as needed. Assist in vendor ID corrects when necessary.
• Deletes in-process transactions from SCT Banner system on a weekly basis.
• Performs other assigned duties appropriate for an Office Support Associate.

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.

Knowledge, Skills and Abilities:

• Working knowledge of the purchasing system pertaining to the bidding process, routing of Purchase Orders, and Purchasing procedures and policies.
• Advanced computer skills to perform duties and responsibilities proficiently using Microsoft Word, Excel, Access, Outlook, PowerPoint, and Internet Explorer.
• Experience in Banner is desirable.
• Excellent keyboarding, grammar, and proofreading skills.
• Proficiency with office equipment including photocopiers, printers, facsimile machines, digital senders, and calculators.
• Good communications skills to effectively interact with departmental officials/staff, vendors, and other people seeking assistance from the Purchasing office.
• Strong interpersonal skills to establish and develop effective working relationships.
• Ability to be professional and maintain confidentiality.
• Excellent organizational and multi-tasking skills to prioritize work accordingly to meet stringent deadlines while staying on task with other assigned duties and responsibilities.

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 close of the search. Salary is commensurate with experience.

Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on October 20, 2022. Application materials should include a cover letter, a current resume, names, and contact information for three references, including email and telephone numbers. 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 Jen Cochrane at walburnc@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: 1012943
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu