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Office Support Specialist

Office Support Specialist • Work Department: Various Departments • Class Title/Code: https://www.sucss.illinois.gov/pages/classspec/Detail.aspx?tblClassIndexID=3692 (3243) • Effective Date: Sep 22, 2021 • Responsibilities: Employees in positions allocated to this level of the series work under direction in support of an office or organization. They perform 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. • screens calls and visitors for a department/unit/; determines needs and personally handles routine inquiries, requests, or problems; • reviews designated member(s) of the unit staff incoming mail, responding to routine items independently and distributing remainder to the designated member(s) of the unit staff; • keyboards confidential and/or technical material; transcribes and/or records verbatim material; composes correspondence and reports requiring knowledge of the activities of the designated member(s) of the unit staff and/or the procedures of the unit; • maintains a calendar of operating or administrative commitments and notifies the designated member(s) of the unit staff and/or affected staff of deadlines; • coordinates unit operational projects, meetings, conferences, and/or travel arrangements and monitors and expedites progress; • establishes, modifies, and/or supervises the maintenance of comprehensive file and record systems for a large and complex unit, including confidential materials; • makes cost estimates and comparisons for goods and services; independently makes general supply purchases and researches products, obtains quotes and makes purchasing recommendations for higher cost items; • processes financial forms/transactions for the department and maintains an awareness of the budget for which the designated member(s) of the unit staff is responsible and participates in day-to-day fiscal decisions; • coordinates website updates for the unit and/or update social media accounts; • accompanies and/or attends meetings with the designated member(s) of the unit staff, participating as requested; • compiles, summarizes, organizes, and distributes information from a variety of sources for use in reports, brochures and publications, such as collecting and writing material for print or electronic newsletters; • maintains or assists in the maintenance of inventory records; • plans, organizes, assigns, and reviews the work of the unit's administrative office support staff and participates in their selection, training, supervision, and evaluation; • gathers, provides, and interprets information through the identification and selection of appropriate sources; initiates contacts to clarify subjective information; • coordinates and/or administers test proctoring including organizing delivery of test, scheduling students and/or test proctors, scheduling rooms and returning completed exams to instructors; • performs duties listed in lower level of this classification series; • performs other related duties as assigned. • Required Qualifications: • High school graduation or equivalent. • One (1) year (12 months) of work experience comparable to the second level of this series. • Any one or any combination of the following, totaling two (2) years (24 months) of experience in the categories below: • work experience performing office/clerical activities, including use of computer systems • college or university course work in any curriculum • twelve (12) semester hours = six (6) months • twenty-four (24) semester hours = twelve (12) months • thirty-six (36) semester hours = eighteen (18) months • forty-eight (48) semester hours = twenty-four (24) months • Starting Salary: $12.966/hr • Application Deadline: Dec 23, 2021 • Additional Information: Testing is now avialable for qualified applicants to determine eligibility for future vacancies. Please submit an application, a resume, DD214 military records (if applicable) and an official copy of your college transcript(s) (if applicable) to the Human Resources Office. Employment - Information & Instructions Complete an https://www.student.services.wiu.edu/web-apps/HR/ online. Submit supplemental application materials, which may include transcripts, licenses, certifications, resume, and a copy of the DD214 (if applicable), via email to HR-Testing@wiu.edu. All application materials are due in the WIU Human Resources Office no later than 4:30 p.m. the day of the application deadline. Western Illinois University is an Affirmative Action and Equal Opportunity employer with a strong commitment to diversity and a non-discrimination policy that includes sex, race, color, sexual orientation, gender identity and gender expression, religion, age, marital status, national origin, disability, or veteran status. For questions regarding the application process, please contact: Human Resources Office Sherman Hall 105 1 University Circle Macomb, IL 61455 Phone: (309) 298-1971 ext. 1 Fax: (309) 298-2300 Email: mailto:HR-Testing@wiu.edu Open: Monday - Friday; 8:00 a.m. - 4:30 p.m. Copyright ©2021 Jobelephant.com Inc. All rights reserved. https://www.jobelephant.com/ jeid-ed8ed7e7ec49b942ae5b9aca3b5a30c9

Education: High School Diploma