Office Support Associate – University of Illinois Extension

Overview

Office Support Associate – University of Illinois Extension Jobs in Westchester, USA at Laseagrant

Office Support Associate – University of Illinois Extension

WE TRANSFORM LIVES.

Everything we do is designed to improve the quality of life of the people in the state of Illinois, across the nation, and around the world. We discover, develop, translate, and disseminate knowledge to address societal concerns and train the next generation of experts and leaders.

Job Summary

Works under general supervision of the County Director to organize, coordinate, and perform a variety of clerical duties requiring knowledge of general office and university procedures and methods.

Duties & Responsibilities

• Fiscal Support
  • Monitory petty cash and applies for reimbursements; prepares documents for vouchering. Preparation of invoice vouchers and purchase orders;
    Quicken reconciliation and completion of secretarial financial reports. Verifies annual equipment inventory; arranges for and monitors equipment maintenance contracts.
  • Assists the team efforts in Extension fiscal accounts including 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 deemed 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 service, 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 maintains comprehensive filing records for both manual and computerized systems.
  • Performs typing of moderate difficulty; types materials and edits for grammar, punctuation, and sentence 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 meetings.
  • Assists the county director with compliance review records including civil rights forms.
• Other
  • Comply with affirmative action/equal opportunity policies/guidelines in all aspects of Extension work.

Additional Physical Demands

To perform the functions of this position, the employee will be required to perform work both within an office and outside in the communities that are served and must have the capability to travel from one location to the other in a timely fashion. Employee is responsible for securing personal transportation. A valid driver’s license is preferred. Some work will be required during evenings and/or weekends.

Environmental factors may include hot or cold weather, exposure to noise and allergens, and uneven ground. Physical demands may include moving, transferring, or transporting items that may occasionally weigh up to forty (40) pounds and frequently up to twenty (20) pounds, and twisting, pushing, and pulling movements.

Minimum Qualifications

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)

Title: Office Support Associate – University of Illinois Extension

Company: Laseagrant

Location: Westchester, USA

Category: