Office Support Associate - University of Illinois Extension
University of Illinois Urbana-Champaign, Westchester, IL, United States
Extension - Unit 6, Westchester
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
Monitored petty cash, applied for reimbursements; prepared documents for vouchering; prepared invoice vouchers and purchase orders; performed Quicken reconciliation and secretarial financial reports.
Assisted the team in Extension fiscal accounts including monitoring inventory and ordering supplies; processed P‑card transactions and requisitions under direction of the Office Support Specialist/County Director.
Ordered office and educational supplies in collaboration with the office chair as deemed necessary.
Prepared fiscal reports and managed budgets.
Administrative Duties
Answered and directed incoming calls to the appropriate person or program.
Arranged internal and external meetings for the Unit 6 Westchester branch office—scheduling times, reserving rooms, arranging food and coordinating schedules.
Reviewed incoming mail and redirected or obtained additional information as needed.
Compiled information for annual reports, work plans, and special evaluation studies as directed.
Formatted complex materials using office software (reports, agendas, minutes, speeches, tables, certificates, etc.).
Typeset materials and edited for grammar, punctuation and sentence structure.
Gathered and devised forms, composed letters, or compiled factual reports.
Provided secretarial support in collaboration with the Office Specialist for all staff at Unit 6 Westchester—duplication of materials, preparation of mailing labels and postage.
Assisted educators and coordinators as needed (database maintenance, bulletin distribution).
Served as a receptionist in person and by telephone, providing information as instructed.
Recorded meeting minutes for staff and office meetings.
Assisted the County Director with compliance review records including civil rights forms.
Other
Other duties as assigned.
Complied with affirmative action/equal opportunity policies and guidelines in all aspects of Extension work.
Minimum Qualifications
High school diploma or equivalent.
At least 18 months of relevant experience—college coursework equivalent or work experience in office/clerical activities, including computer system use.
Knowledge, Skills and Abilities
Strong communication skills.
Capacity to communicate with a wide variety of people, meeting the public in a pleasant, composed and cordial manner, clearly and concisely.
Ability to work independently while contributing to a professional office team.
Ability to use Windows‑based computer applications and presentation & communication equipment.
Appointment Information
100% full‑time Civil Service 0846 – Office Support Associate position, 12‑month basis. Salary: $42,872.70. Expected start date as soon as possible.
Benefits
Health, Dental, Vision, Life Insurance, Retirement Plan, Paid time off, Tuition waivers for employees and dependents.
Additional Physical Demands
Requires work within office and outside communities, traveling as needed. Must secure personal transportation. May be required to travel evenings or weekends. May lift items up to 40 lbs.
Application Deadline
Applications accepted by 6:00 pm (Central Time) on April 30, 2026.
Equal Opportunity Statement
The University of Illinois System is an equal‑opportunity employer and complies with all applicable state and federal employment mandates. Applicants with disabilities are encouraged to apply.
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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
Monitored petty cash, applied for reimbursements; prepared documents for vouchering; prepared invoice vouchers and purchase orders; performed Quicken reconciliation and secretarial financial reports.
Assisted the team in Extension fiscal accounts including monitoring inventory and ordering supplies; processed P‑card transactions and requisitions under direction of the Office Support Specialist/County Director.
Ordered office and educational supplies in collaboration with the office chair as deemed necessary.
Prepared fiscal reports and managed budgets.
Administrative Duties
Answered and directed incoming calls to the appropriate person or program.
Arranged internal and external meetings for the Unit 6 Westchester branch office—scheduling times, reserving rooms, arranging food and coordinating schedules.
Reviewed incoming mail and redirected or obtained additional information as needed.
Compiled information for annual reports, work plans, and special evaluation studies as directed.
Formatted complex materials using office software (reports, agendas, minutes, speeches, tables, certificates, etc.).
Typeset materials and edited for grammar, punctuation and sentence structure.
Gathered and devised forms, composed letters, or compiled factual reports.
Provided secretarial support in collaboration with the Office Specialist for all staff at Unit 6 Westchester—duplication of materials, preparation of mailing labels and postage.
Assisted educators and coordinators as needed (database maintenance, bulletin distribution).
Served as a receptionist in person and by telephone, providing information as instructed.
Recorded meeting minutes for staff and office meetings.
Assisted the County Director with compliance review records including civil rights forms.
Other
Other duties as assigned.
Complied with affirmative action/equal opportunity policies and guidelines in all aspects of Extension work.
Minimum Qualifications
High school diploma or equivalent.
At least 18 months of relevant experience—college coursework equivalent or work experience in office/clerical activities, including computer system use.
Knowledge, Skills and Abilities
Strong communication skills.
Capacity to communicate with a wide variety of people, meeting the public in a pleasant, composed and cordial manner, clearly and concisely.
Ability to work independently while contributing to a professional office team.
Ability to use Windows‑based computer applications and presentation & communication equipment.
Appointment Information
100% full‑time Civil Service 0846 – Office Support Associate position, 12‑month basis. Salary: $42,872.70. Expected start date as soon as possible.
Benefits
Health, Dental, Vision, Life Insurance, Retirement Plan, Paid time off, Tuition waivers for employees and dependents.
Additional Physical Demands
Requires work within office and outside communities, traveling as needed. Must secure personal transportation. May be required to travel evenings or weekends. May lift items up to 40 lbs.
Application Deadline
Applications accepted by 6:00 pm (Central Time) on April 30, 2026.
Equal Opportunity Statement
The University of Illinois System is an equal‑opportunity employer and complies with all applicable state and federal employment mandates. Applicants with disabilities are encouraged to apply.
#J-18808-Ljbffr