Office Support Associate, University of Illinois Extension

Duties & Responsibilities

• Fiscal Support
  • Monitor/order Publications for library and resale purposes (including pricing). Report and transfer all expenditure/receipt documents as directed to Business Administrative Associate.
  • Serve as cash drawer backup custodian; count the drawer for bank deposits; take deposits to the bank as needed.
  • Serve as a proxy/delegate for Emburse for all Unit staff.
  • Create and submit Emburse expense reports for all staff for P-Cards, T-Cards, mileage reimbursement, and overnight travel.
  • Order office and other supplies for the entire Unit for iBuy and Amazon.com purchases.
  • Assists with travel arrangements (hotel, airfare, etc) of those staff who do not hold a T-Card.
  • Coordinate food orders for staff without a T-Card.
• Administrative Duties
  • Perform the following human resources activities:
    • Collect and review timesheets and input hours into Banner for bi-weekly payroll.
    • Creates, updates, and retrieves the Unit personnel files with responsibility for maintaining adequate, accurate, and accessible files with a confidential nature.
    • Responsible for training and onboarding oversight for new hires in the Unit.
    • Track compliance by Unit 12 staff with annual ethics training and other UI required employment activities.
    • Facilitate new hire process (applications, documents, applicant testing). Initiates calls to obtain reference checks for candidates.
    • Review and update Unit policy and procedure documents, as assigned by the County Director.
  • Perform the following Extension Council duties:
    • Prepare and send Extension Council agenda to Council members and Educators.
    • Attend and take minutes of Extension Council meetings and send to the Regional Office.
    • Responsible for all Council communication, website meeting updates and file maintenance.
    • Facilitate Council member appointment/deletion/resignation/office forms and send to Regional Office.
    • Plan and set up meals for Council attendees.
• Other
  • In absence of Unit Office Support Assistant, open and close for office hours of 8 a.m. - 4:30 p.m. Monday – Friday in all three counties.
  • Serve as back-up receptionist (telephone calls, assisting walk-in clients and at specific programs).
  • Make arrangements for meetings and conferences held in the McLean County Office (meal planning; equipment/room reservations; room set up).
  • Take Unit staff meeting minutes and send to the Regional Office.
  • Take and gather mail from Unit mailbox and distribute.
  • Apprises County Director and Business Administrative Associate of upcoming events; responsible for gathering pertinent materials and information and assists with clerical needs as requested.
  • Assist with or evaluate the outsourcing of large copy projects, as approved by the County Director.
  • Comply with Affirmative Action/Equal Opportunity policies/guidelines in all aspects of Extension work.