Office Manager- Continuous Post

Administrative Support Staff

Employees in positions allocated to this level work under direction to provide staff assistance for a major campus/university department. They function as an agent of the unit or organization by performing highly specialized administrative support duties. In-depth knowledge of the organization, programs, policies, and procedures of the unit is essential to the performance of the duties, along with the ability to use good judgment, the ability to operate computer systems, using word processing, database, and software packages, and to exercise discretion in handling sensitive and confidential information.

Relieves the designated member(s) of the unit staff of numerous personal contacts and determines an appropriate course of action;

Reviews incoming mail for the designated member(s) of the unit staff, selects and responds to items within the scope of responsibility;

Keyboards documents containing confidential or sensitive information; transcribes and/or records confidential or sensitive information; independently composes and provides drafts of correspondence, memos, and reports that represent the position(s) of the designated member(s) of the unit staff;

Establishes and revises the calendar(s) of the designated member(s) of the unit staff, informing him/her/them of impending engagements;

Coordinates logistical arrangements relating to conferences and meetings, and prepares necessary materials and travel for the designated member(s) of the unit staff;

Establishes and maintains the confidential records and files of the designated member(s) of the unit staff;

Maintains records of unit fiscal transactions involving a variety of accounts and provides advice regarding the appropriateness of requested expenditures;

Assists in the creation of publications for internal and external audiences (brochures, posters, letterhead, websites, social media accounts, etc.);

Attends meetings as a delegate for the designated member(s) of the unit staff when requested;

Researches as requested and reports information which requires the evaluation of sources or the application of regulations and procedures to specific cases;

Establishes and maintains inventory records, conducting periodic checks for inventory control purposes;

Anticipates and responds to the detailed office support needs of the designated member(s) of the unit staff through the independent performance of lower level duties or supervision of assigned staff;

Plans, organizes, assigns, and reviews the work of the unit's administrative support staff and participates in their selection, training, and evaluation; coordination of searches;

Provides information to students regarding the major/minor program, such as the application process, scheduling classes, graduation requirements, etc.;

Performs duties listed in the lower level of this classification series;

Performs other related duties as assigned.

High school diploma or equivalent. Two (2) years (24 months) of work experience comparable to the third level of this series.

Illinois Residency Requirement: Pursuant to the State Universities Civil Service System, out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Tips for Completing a Civil Service Application: 1. To be eligible for the role, ensure that your application includes a complete and detailed employment history that highlights your relevant full-time and part-time work experience, including start and end dates of employment.

2. Relevant part-time work experience will count towards the qualifications for this position and will be converted to full-time equivalence to calculate the total length of experience.
3. Upload all official transcripts to meet the educational requirements. If the job description specifies a minimum number of college hours, transcripts are mandatory for the successful processing of your application.
4. Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application, unless the same proof has already been submitted in a previous…