Office Support Associate

Office Support Associate - Utilities Administration Office Support Associate - Utilities Administration Hiring Department : Utilities - UIC Location : Chicago, IL USA Requisition ID : 1024528 Posting Close Date : April 3, 2024 About the University of Illinois Chicago UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent 'Best Colleges' rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago. This is a full-time and benefits eligible position. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits . Description: Under general supervision of the Assistant Director provides clerical support to the Director, Assistant Director, and other personnel within Utilities and Energy Services. Duties & Responsibilities:

• Provide clerical assistance to the Director, Assistant Director, Electrical Foreman, and/or Chief Engineer including but not limited to the input, and processing of invoices, work orders, and purchase orders.
• Assist in preparing reports based on calculated utility consumption and distribution cost data as required. Collects, compiles, and organizes information for recurring reports. Responsible for accurate monthly billing data from supplier invoices into Utilities portal.
• Prepare and process requisitions, invoices, and vouchers related to purchase orders for vendors who provide services and/or equipment used by the Utilities office and plants. Verify bills for accuracy and reconcile discrepancies between unit records and those of other university departments in university accounting programs. Prepare renewals of standing orders as necessary and maintain files and expenditure reports on all standing orders.
• Assists in preparation of utility and energy reports and verifies same for accuracy and completeness. Assist in budget preparation by providing statistical and/or account data related to daily, monthly, and annual operating expenditures.
• Organizes and maintains department files and records. Creates, updates, revises, and retrieves files and records from a variety of sources.
• Sort and distribute incoming mail, dispatch outgoing mail. Answer telephone, direct calls to appropriate person or take message. Schedules and maintains the appointment calendar. Maintain inventory of office supplies and purchase additional supplies as needed or directed. Greet all visitors, determine their needs, and direct them to the proper person or office. Operates common office equipment including computer, phone, fax machine and copier in the performance of these duties. Arranges for document and equipment shipment using common carrier online software application.
• Support word processing, organization, revision, and distribution of department procedures.
• Report and reconcile utility consumption as required.
• Assist in ensuring that work orders are current and reconciled with invoices and receipt of materials purchased.
• Assist in day-to-day UIC Utilities office and plant administrative operations.
• Coordinate and prepare special projects and other duties as assigned.

Minimum Qualifications Required: 1. High school diploma or equivalent. 2. Any one or combination totaling eighteen (18) months from the categories below: A. 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)

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



Preferred Qualifications:

• Experience with Microsoft Office Suite and accounting software
• Familiarity of computerized maintenance management system, iBuy, Facilities Management Physical Plant Accounting policies and procedures.
• Familiarity of OBFS Financial Policies and Procedures.
• Familiarity of BANNER, FAMIS, and TEM systems.
• Knowledge of fundamental arithmetic and the ability to perform basic mathematical calculations.
• Knowledge of basic accounting principles, and the ability to apply such knowledge in the use of existing programs, and in implementation of new programs.
• Knowledge and ability to operate a personal computer in a networked environment.
• Knowledge of professional level written communications in English, grammar, spelling, punctuation, sentence structure, paragraph structure, and the ability to proofread, correct, and edit own and others work
• Knowledge of basic office machine operations, including telephone systems, tele-conference systems, video conference systems, printers, binders, etc.
• Knowledge of office organization practices and procedures, with the ability to develop and maintain office filing systems.
• Ability to communicate politely and effectively with all levels of University staff, contractors, vendors, consultants, government officials, and the general public.

To Apply: For fullest consideration click on the Apply Now button , please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.



The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.



The university provides accommodations to applicants and employees. Request an Accommodation

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We invite you to search for positions at each of the University of Illinois locations, the University of Illinois System Office and the University of Illinois Foundation. The University of Illinois System Office supports the primary missions of teaching, research, public service, and economic development for all of the Universities and offers positions in all locations. The University of Illinois Foundation is the official fundraising and private gift-receiving agency for the University of Illinois and also offers position in all locations. Click the links below to search for other University of Illinois positions.



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The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.





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About University of Illinois - Chicago

The University of Illinois Chicago is the city’s largest university and its only public Carnegie Research 1 institution. Its 16 academic colleges serve close to 34,000 undergraduate, graduate and professional students. UIC is recognized as one of the best public universities and one of the most ethnically rich and culturally diverse campuses in the nation, located in the heart of Chicago, it is an integral part of the city's educational, technological and cultural fabric.

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