Office Support Associate - Utilities

University of Illinois at Chicago - Chicago, IL4.2

The University of Illinois at Chicago, Facilities Managemetn department is seeking to fill a Office Support Associate position. The office Support Associate under general supervision will provide clerical support to the Director, UIC Utilities, and/or other personnel within the UIC Utilities and the VCAS offices.

10% Provide clerical assistance to the Director, Assistant Director, Deputy Director, and/or Chief Engineer.

10% Assist in preparing reports based on calculated utility consumption and distribution cost data as required. Collects, compiles, and organizes information for recurring reports.

10% Prepare and process requisitions and invoices vouchers for standing orders, maintenance services, and rental services. Verify bills for accuracy and reconcile discrepancies between unit records and those of other university departments in Banner. Prepare renewals of standing orders as necessary and maintain files and expenditure reports on all standing orders.

10% 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

10% Organizes and maintains department files and records. Creates, updates, revises and retrieves files and records information as directed. Schedules and maintains the appointment calendar.

10% Sort and distribute incoming mail, dispatch outgoing mail. Answer telephone, direct calls to appropriate person or take message. Maintain inventory of office supplies and purchase additional supplies as needed or directed. Greet all visitors, determine their needs and direct them to proper person or office. Serve as key operator of the copier and fax machines, calling service representative if needed. Fax documents when needed and ship equipment/document/material by FedEx or UPS.

10% Support typing, organizing, revision and distribution of department procedures.

10% Assist in recording the daily Utilities Plant Summary fuel usage logs for the UIC Utilities Administrative Office.

10% Assist in ensuring that time cards are completed properly and time used charged accordingly.

5% Assist in day-to-day UIC Utilities Office operations and plant administrative operations.

5% Coordinate and prepare special projects and other duties as assigned.

Qualifications:Minimum Acceptable Qualfications Required:
1. High school graduation or equivalent

2. Any one or combination totaling eighteen (18) months from the following categories:

(a) work experience performing routine clerical/office support work, including use of computer systems

(b) vocational training that provided a knowledge of generally accepted clerical procedures

(c) college or university course work in Office Occupations, Business Administration, Business Education, or closely related fields 30 semester hours = eighteen (18) months

(d) college or university course work in any curriculum 48 semester hours = eighteen (18) months

To Apply: For fullest consideration, please complete an online application by clicking the Apply for Position button below.

When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e. resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.

If a degree or college coursework is required, you must provide official transcripts.

Transcripts/Licenses/Certifications MUST be uploaded electronically to your online application through the "Documents" page on the Civil Service Employment Application (page 4). Be sure to select the appropriate document type before uploading the document.

If your educational institution provides electronic transcripts, please have them sent to

If your educational institution doesn’t provide electronic transcripts, they must mail the transcripts to:

University of Illinois at Chicago
Recruitment and Staffing
Human Resources Building Room 109
715 S. Wood Street M/C 862
Chicago IL 60612
Attn: C79133 - Office Support Associate - GM

If an application and all applicable forms, transcripts, and supporting documents are not submitted by the close date, the applicant/employee will not be considered for this position and will be denied.

For fullest consideration, the above mentioned requirements must be submitted no later than Tuesday, November 20, 2018.

We appreciate your interest in employment at the University of Illinois at Chicago.

The University of Illinois is an Affirmative Action/Equal Opportunity Employer.