Office Support Specialist- Continuous Post (2026)

Carbondale • On Campus, IL

7h • Onsite

About The Position

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.

Requirements

• 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.
• Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position.

Responsibilities

• 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.

Benefits

• employee tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED