Office Support Associate- Continuous Post

Description

Employees in positions allocated to this level of the series work under general supervision and in support of an office or of a organization. They perform office support tasks requiring knowledge of general office and departmental procedures and methods, the ability to operate a variety of office equipment, and the ability to operate computer systems using word processing, database, and software packages.

This listing does not represent an actual vacancy; rather open recruitment allows interested persons to submit materials for future vacancies within this classification.

Examples of Duties

Employees in this title typically -

• screens calls and visitors for a department/unit; determines needs and personally handles routine inquiries, requests, or problems; maintains office area including keeping displays, bulletin boards, and electronic message boards up-to-date;
• reviews department/unit incoming mail, responding to routine items and distributing remainder to other appropriate staff; coordinates and schedules package/freight shipments;
• keyboards documents such as correspondence, reports, manuscripts, and similar materials with responsibility for determining the format and correcting errors in grammar and syntax; transcribing and/or recording narrative material in final form;
• maintains a calendar(s) for a designated member(s) of the unit staff, scheduling meetings and appointments when given general instruction and making changes as needed;
• apprises a designated member(s) of the unit staff of upcoming events and gather related information/materials; makes travel arrangements from a predetermined schedule;
• creates, updates, revises, and retrieves files, records, and department contacts/LISTSERVs, which may involve indexing and cross-filing; responsible for maintaining adequate, accurate, and accessible information, including confidential materials;
• tracks, orders, receives and distributes office supplies;
• bills, receives, and records payments; prepares receipts and deposits; maintains records of unit fiscal transactions;
• monitors and provides updated information for the website;
• creates agendas, attends meetings, transcribes and distributes meeting minutes and agendas to participants;
• assists with periodic inventory checks and/or updates; assists with payroll records submissions and various human resource activities and procedures;
• collects, compiles and organizes information for recurring reports, and composes brief, narrative reports with responsibility for accurately stating factual information gathered from a number of readily available sources;
• assigns and reviews work performed by other office or administrative employees of same or lower level;
• collects student assignments or proctor exams in absence of faculty;
• performs duties listed in lower level of this classification series;
• performs other related duties as assigned.

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.

Supplemental Information

Illinois Residency Requirement: Pursuant to the State Universities Civil Service System, out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position.

Tips for Completing a Civil Service Application:
1. To be eligible for the role, ensure that your application includes a complete and detailed employment history that highlights your relevant full-time and part-time work experience, including start and end dates of employment.
2. Relevant part-time work experience will count towards the qualifications for this position and will be converted to full-time equivalence to calculate the total length of experience.
3. Upload all official transcripts to meet the educational requirements. If the job description specifies a minimum number of college hours, transcripts are mandatory for the successful processing of your application.
4. Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application, unless the same proof has already been submitted in a previous application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves).
5. After the position has closed, your application and supporting materials will be reviewed to determine if you meet the minimum qualifications, including any specialty factors associated with this position. Those who qualify will move forward for Civil Service Examination/Testing.
6. Please monitor your e-mail for further information regarding your application. Emails will be generated from info@schooljobs.com.
7. For more information on Civil Service classifications, please visit the SUCSS web site at sucss.illinois.gov

About Civil Service Examination/Testing: The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of application materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, your application will move forward for examination/testing in which you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. This score will be emailed to the email address noted on your application. After the application deadline, the names within the top three scores will be referred to the department for interview.



SIU Carbondale, member of the SIU System, is an anti-racist community that opposes racism, discrimination and inequity in any form, and embraces diversity, inclusion, equity, and justice for all people.

SIU Carbondale is an Affirmative Action/Equal Opportunity Employer of individuals with disabilities and protected veterans that strives to enhance its ability to develop a diverse faculty and staff and to increase its potential to serve a diverse student population. All applications are welcomed and encouraged and will receive consideration.