Office Support Specialist - Animal Care Program - 1024902-6689

at University of Illinois in Urbana, Illinois, United States

Job Description

• Purchasing and payments coordinator. Unit resource for purchasing, payment, and reimbursement. Keep unit informed of campus policy changes. Provide ibuy training to department staff. Manage and update inter-department order form. Create and manage unit's vendor accounts and keep the unit's vendor accounts list up to date. Manage the unit's purchasing and animal ordering email inboxes.
• Process purchasing, payment, and reimbursement transactions utilizing banner, ibuy, p-card, t-card, chrome, and ACP BIO system. Enters all payments and purchases into dept. database and updates status.
• Creates and maintains annual standing purchase orders. Monitor status and balance and take necessary actions.
• Obtains quotes/cost estimates to ensure best price and quality, working with staff and vendors to ensure all requirements are met.
• Identifies orders with outstanding invoices (over 45 days) and adds them to the Invoice Troubleshooting tracking sheet and folder. Reviews outstanding invoices weekly and takes necessary action working with vendors, purchasing, and payables to ensure payments are issued and processed in a timely manner.
• Works with OBFS, department staff, and vendors to obtain and complete purchasing contracts necessary for various purchases of goods and services. i.e., sole source contracts.
• Closes purchase orders as needed.
• Accounts for complete documentation when purchases are made: Includes receipts, banner documents, order forms, and P Card Expense reports.
• Resolves backordered and missing items, and missing packing slips for closure.

• First point of contact for the office. Greet and assist walk-ins. Answers telephones and uses independent judgment in triaging urgency of calls; takes Animal Medical Report calls and disseminates to check on the welfare of animals; secures signatures of customers when picking up pharmaceuticals.
• Receive & distribute mail, packages, and documents from transport pouches. Separate and sort incoming documents and process as needed. Processes shipments for office and staff.
• Opens and closes the office.
• Provides general clerical support to staff as needed. Maintains distribution lists in group manager, and updates and distributes contact lists.
• Manages office supply stock and replenishes as necessary. Places orders with document services for printed materials.
• Coordinates shared departmental calendars, vehicle, conference room, etc.
• Reserves vehicles and/or conference rooms upon request.
• Maintains front office equipment, i.e. loads paper, replaces toner, reports issues to vendor, etc.
• Update databases and Excel spreadsheets for various office functions (i.e. animal care staff training records, transaction database).
• Files and sorts documents in established alphabetical, chronological, and numerical systems.
• Manages office filing system, creating and maintaining folders and files for the office and other staff.
• Assists with maintaining the controlled substances file; pulls records from previous fiscal years, scans, and keeps records in proper folders (paper and electronic).
• Maintains office procedures manual (hard copy & electronic). Updates as requested and distributes changes.
• Organizes and maintains ACP library resource materials and inventory tracking sheet.
• Backup to the Office Manager for travel arrangements, scheduling meetings, and other tasks as needed.
• Other duties as assigned.

1. High school diploma or equivalent.
2. 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.
3. One (1) year (12 months) of work experience comparable to the second level of this series.

• Knowledge of Campus and University policies and procedures as well as ability to establish working relationships with staff within the ACP, OVCRI, campus administrators and external colleagues.
• Works independently on day-to-day responsibilities and obtaining information from all relevant sources to make sound decisions on behalf of the ACP.
• Organize, plan, and prioritize own work that allows for efficient operations within the ACP.
• Experienced in all Microsoft programs (Outlook, Word, Excel, etc.) to be successful in calendaring, correspondence, spreadsheets, tracking, etc.
• Must possess excellent oral and written communication skills.
• Proven ability to maintain confidentiality and ensure discretion.
• Excellent time management skills including the ability to prioritize work.
• Exceptional interpersonal skills, including tact, diplomacy, and effective conflict resolution skills.
• Possession of a strong work ethic.