Office Support Specialist- Continuous Post

Description

Employees in positions allocated to this level of the series work under direction and 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.

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;
• 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.

Qualifications

High school diploma or equivalent.

Any one or combination totaling two (2) years (24 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)
• 90 semester hours equals two (2) years (24 months)
• Bachelor?s Degree (120 semester hours) equals three (3) years (36 months)

Work experience performing office/clerical activities, including the use of computer systems.

One (1) year (12 months) of work experience comparable to the second level of this series.

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.