Office Support Specialist

University of Illinois Urbana-Champaign•Urbana, IL

21h•Onsite

About The Position

Under direction, independently coordinates customer service, order entry, invoicing, purchasing, inventory, cash handling, fiscal processing, and sales reconciliation for Document Services & Campus Mail. The role serves as a central business-office resource and uses judgment and initiative to maintain accurate customer, purchasing, inventory, and financial records; resolve routine transactional issues; coordinate recurring purchasing activities; and support day-to-day fiscal decisions. The position is fully onsite at the University of Illinois Urbana-Champaign campus. It is a 100% full-time Civil Service appointment on a 12-month basis. Scheduled hours are Monday through Friday, 8:30 a.m. to 5:00 p.m. Extended hours may be required during fiscal close, annual inventory, peak business periods, or other operational needs. The expected start date is as soon as possible after January 4, 2027. The starting rate is $22.426 per hour, as set by the collective bargaining agreement.

Requirements

High school diploma or equivalent.
A total of two years (24 months) from one or a combination of the following: college coursework in any curriculum, using the stated conversion table or proportional equivalent; work experience performing office or clerical activities, including use of computer systems; or one year of work experience comparable to the second level of this classification series.
Knowledge of administrative and clerical procedures and systems, including word processing, file and records management, office procedures, and terminology.
Knowledge of printing and mailing operations.
Knowledge of principles and processes for providing customer and departmental services, including assessing customer needs, monitoring service quality, and evaluating customer satisfaction.
Knowledge of English language structure and content, including word meanings, spelling, composition, and grammar.
Knowledge of computers and computer systems, including hardware and software, for data entry and information processing, and ability to learn proprietary software.
Skill in material resources management, including determining and obtaining appropriate equipment, facilities, and materials.
Skill in communicating effectively for the needs of the audience.
Skill in decision-making by weighing the relative costs and benefits of potential actions.
Ability to understand work-related sentences and paragraphs.
Ability to arrange things or actions in a specified order or pattern according to rules.
Ability to apply general rules to specific problems and produce sensible answers.
Ability to combine information to form general rules or conclusions, including identifying relationships among seemingly unrelated events.
Ability to select appropriate mathematical methods or formulas to solve problems.
Ability to provide guidance and direction to subordinates, set performance standards, and monitor performance.

Nice To Haves

Excellent knowledge of business English, excellent keyboarding skills, and accurate spelling and content-reviewing ability.
Ability to organize and prioritize work assignments.
Ability to work under pressure, with attention to detail and follow-through.
Experience with MS Office and University staff applications such as Chrome River and iBuy.
Ability to operate standard office equipment.

Responsibilities

Serve as a primary contact for Document Services customers and handle routine inquiries, requests, order-status questions, and transactional problems.
Receive, review, and enter customer orders in order-management and campus systems; verify customer, billing, product, quantity, pricing, delivery, and account information.
Coordinate with production staff to clarify order requirements, communicate timelines and status updates, and maintain supporting documentation.
Process point-of-sale transactions, invoice payments, cash-sale deposits, receipts, credits, and billing records in accordance with established procedures.
Research routine discrepancies and coordinate with customers, unit staff, and campus offices to resolve order, invoice, and payment issues.
Prepare monthly manual billing and revenue spreadsheets for Campus Mail, fulfill stamp orders, and update records as needed.
Serve as cash-sales custodian and maintain cash-handling, deposit, reconciliation, and recordkeeping controls.
Maintain purchasing card records, receipts, transaction documentation, reconciliations, and account information.
Compile recurring sales and fiscal information for management review and communicate unresolved discrepancies, unusual activity, or documentation concerns.
Purchase routine supplies, materials, and consumables within established authority and procedures.
Research products, obtain and compare quotes, assess availability and pricing, and make recommendations for higher-cost or nonroutine purchases.
Create, maintain, and track purchase orders; coordinate annual renewals and gather vendor, pricing, account, and supporting information.
Monitor open orders, backorders, substitutions, deliveries, and invoice issues; follow up with vendors and campus purchasing or accounting contacts.
Maintain organized purchasing records and verify that transactions have appropriate approvals and documentation.
Establish and maintain accurate records of supplies, consumables, and other tracked inventory supporting Document Services functions.
Organize inventory locations and recordkeeping methods so materials can be identified, accessed, counted, and replenished efficiently.
Monitor usage and stock levels, anticipate needs, and initiate routine replenishment.
Conduct and document yearly inventory checks, research count differences, and update records and the paper catalog based on approved adjustments.
Coordinate receiving, verify deliveries against orders and packing documents, and report shortages, damage, or discrepancies.
Maintain comprehensive and accessible electronic and paper records for customer orders, invoices, sales reconciliation, purchasing, purchasing-card activity, cash sales, and inventory.
Use spreadsheets, databases, campus accounting software, order-management systems, and standard office software to organize, validate, summarize, and report information.
Document recurring workflows and maintain calendars or trackers for reconciliations, renewals, reporting requirements, and purchasing deadlines.
Perform duties listed at lower levels of the classification series and other related duties as assigned.