Office Support Associate

State of Illinois•Springfield, IL

36d•$45,000 - $55,000•Onsite

About The Position

The Office Support Associate serves as the primary, first-level support to agency customers and visitors, providing world-class customer service via phone, email, and in-person interactions; responsible for daily mail handling including outgoing and distribution of incoming mail (including preparing receipts and deposits), schedules meetings and other events; provides confidential administrative support to Agency Executive staff This is a covered position under the State Universities Civil Service System. The IBHE offers the state's competitive benefits package

Requirements

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.
Ability to maintain confidentiality in the scope of all duties
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology
Ability to provide world-class customer service in all interactions
Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience
Ability to stay calm and positive under pressure
Ability to build and maintain positive working relationships with all stakeholders
Excellent organization, time management, and attention-to-detail skills
Ability to solve problems quickly and efficiently

Responsibilities

Serves as the primary Office Support Associate for the Agency Operations, providing world-class, confidential customer service in all interactions:
Manages the main phone line and agency assigned email box(es)
Greets and directs visitors (callers and in-person visitors)
Handles Agency mail delivery and distribution
Assists the fiscal operations unit with various administrative tasks including preparing receipts and deposits as assigned
Manages email distribution lists
Assists with inventory including office supply ordering and maintenance
Assists with other administrative tasks in support of Agency leaders and units, as assigned
Provides confidential administrative support to Agency Executive staff to include but not limited to:
Schedules meetings, interviews, and other events as required by Agency leadership
Maintains calendars of Executive Leadership team members as tasked
Creates meeting agendas/summaries/reports
Other duties as assigned, within scope of position