Office Support Associate - University of Illinois Extension

Duties & Responsibilities

• Fiscal Support
  • Monitory petty cash and applies for reimbursements; prepares documents for vouchering. Preparation of invoice vouchers and purchase orders. Quicken reconciliation, completion of secretarial financial reports. Verifies annual equipment inventory; arranges for and monitors equipment maintenance contracts.
  • Assists the team efforts in Extension fiscal accounts include monitoring inventory and ordering supplies; processes P-card transactions, specific account procedures, and processing specific requisitions under the direction of the Office Support Specialist/ County Director.
  • Orders office and educational supplies in collaboration with the office chair as deem necessary.
  • Prepares fiscal reports and manages educators, coordinator, and office budgets.
• Administrative Duties
  • Answers and directs incoming calls to appropriate person or programs.
  • Arranges internal and external meetings for Unit 6 Westchester branch office by scheduling times, reserving rooms, arranging food serving, and coordinating schedules.
  • Reviews incoming mail and, on basis of content, redirects or obtains additional information.
  • Compiles information for annual reports, plans of work, special evaluation studies as directed.
  • Formats complex materials using office software (e.g. reports, agendas, minutes of meetings, speeches, tables, certificates, and other documents). Types complex materials from rough draft to final form.
  • Develops and maintain comprehensive filing records for both manual and computerized systems.
  • Performs typing of moderate difficulty; types materials and edits for grammar, punctuation, and sentences structure.
  • Gathers and devises forms, composes letters or compiles factual reports, using judgement and originality.
  • Provides secretarial support in collaboration with the Office Specialist for all staff at Unit 6 Westchester branch office. This includes duplication of materials, preparation of mailing labels and affixing appropriate postage.
  • Assists Educators and coordinators as needed (maintain database, distribution of bulletin, etc.).
  • Serves as a receptionist for the office both in person and by telephone, with responsibility for obtaining and providing information as instructed.
  • Takes meeting minutes for staff and office meeting.
  • Assists the county director with compliance review records including civil rights forms.
• Other
  • Other duties as assigned.
  • Comply with Affirmative Action/Equal Opportunity policies/guidelines in all aspects of Extension work.