Office Support Specialist

This position is eligible for health, dental, life insurance and other benefits through Chicago State University. Click here for a complete list of benefits: https://csu.edu/humanresources/benefits.htm

The position is responsible for a variety of office support functions designed to implement, maintain, and execute effective office procedures and workflow. The incumbent will engage in both short and long term activities and projects required to keep departmental offices functional and supportive of the needs of affiliated faculty and students. The incumbent will be expected to provide coverage and support to two departments within the college as needed.

Required duties include, but are not limited to:

1. Manage textbook orders

2. Provide copy services

3. Assist with the completion and distribution of annual work assignments for faculty
4. Attend departmental meetings to complete notes, disseminate notes to Chair and faculty within 72 hours of meeting completion.

5. Keep departmental forms replenished and up to date

6. Maintain student and personnel confidential records

7. Assist faculty in classroom set-up and order equipment as requested

8. Create documents

9. Complete work orders as needed

10. Prepare and follow up with purchase requisitions in CSU Buy and elsewhere

11. Assist with the monitoring departmental budget (for commodities, contractual, equipment & travel) to ensure availability of funds, complete budget transfers and requests.

12. Operate and maintain office equipment, submit orders for repair

13. Submit orders to IT and Telecommunications

14. Manage the work assignments and timesheets for work study students

15. Keep inventory of departmental supplies and reorder

16. Take the lead on the annual asset inventory

B. 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.

Experience in office management in an academic setting.

1. Ability to analyze and develop office guidelines, procedures, and systems

2. Ability to keyboard accurately at a rate of 40 net wpm

3. Ability to select and develop appropriate criteria methods and procedures to be utilized in order to solve problems and improve systems

4. Skilled in oral and written communication

5. Proficient use of Microsoft Suite, i.e., Word, Excel, Outlook, Powerpoint and Google Suite, i.e., gmail, calendar and docs

Ability to lift 40 lbs.