Job Description

Office Support Specialist, Document Services

Illini Union

Job SummaryUnder direction, independently coordinates the customer service, order entry, invoicing, purchasing, inventory, cash-handling, fiscal processing, and sales reconciliation functions supporting Document Services & Campus Mail. Serves as a central business-office resource and uses judgment and initiative to maintain accurate customer, purchasing, inventory, and financial records; resolve routine transactional issues; coordinate recurring purchasing activities; and support day-to-day fiscal decisions.

Job Duties and Responsibilities

• Customer Service, Order Entry, and Invoicing
• Serves as a primary point of contact for Document Services customers and independently handles routine inquiries, requests, order-status questions, and transactional problems.
• Receives, reviews, and enters customer orders in established order-management and campus systems; verifies customer, billing, product, quantity, pricing, delivery, account information for completeness and accuracy.
• Coordinates with production staff to clarify order requirements, communicates routine timelines and status updates, and maintains complete supporting documentation.
• Processes point of sales transactions, invoice payments, cash sale deposits, receipts, credits and related billing records in accordance with established procedures.
• Research routine discrepancies and work with customers, unit staff, and campus offices to resolve order, invoice, and payment issues.
• Fiscal Processing, Sales Reconciliation, and Cash Accountability
• Performs monthly manual billing and revenue spreadsheets for campus mail, fulfill stamp orders and update records as needed
• Serves as cash sales custodian and maintains required cash-handling, deposit, reconciliation, and recordkeeping controls.
• Maintains purchasing card records, receipts, transaction documentation, reconciliations, and required account information in accordance with established requirements.
• Compiles recurring sales and fiscal information for management review and communicates unresolved discrepancies, unusual activity, or documentation concerns.
• Purchasing and Purchase Order Administration
• Independently purchases routine supplies, materials, and consumables needed to support print, graphics, apparel decoration, finishing, shipping, customer service, mailing and other areas of the business within established authority and procedures.
• Research products, obtain and compare quotes, evaluate availability and pricing, and makes purchasing recommendations for higher-cost or nonroutine items.
• Creates, maintains, and tracks purchase orders; coordinates annual purchase order renewals and gathers required vendor, pricing, account, and supporting information.
• Monitors open orders, backorders, substitutions, deliveries, and invoice issues; follows up with vendors and campus purchasing or accounting contacts as needed.
• Maintains organized purchasing records and verifies that transactions are supported by appropriate approvals and documentation.
• Inventory and Supply Control
• Establishes and maintains accurate records of on-hand supplies, consumables, and other tracked inventory supporting all Document Services functions.
• Organize inventory locations and recordkeeping methods so materials can be identified, accessed, counted, and replenished efficiently.
• Monitors usage and stock levels, identifies anticipated needs, and initiates routine replenishment to support continuity of operations.
• Conducts and documents yearly inventory checks; research count differences and updates records and paper catalog based on approved adjustments.
• Coordinates receiving, verifies deliveries against orders and packing documents, and communicates shortages, damage, or discrepancies to vendors and appropriate staff.
• Records, Systems, and General Unit Support
• Establishes and maintains comprehensive, accurate, and accessible electronic and paper records for customer orders, invoices, sales reconciliation, purchasing, P-card activity, cash sales, and inventory.
• Uses spreadsheets, databases, campus accounting software, order-management systems, and standard office software to organize, validate, summarize, and report information.
• Documents recurring workflows and maintain calendars or trackers for reconciliations, renewals, reporting requirements, and purchasing deadlines.
• Performs duties listed at lower levels of the classification series and other related duties as assigned.

Work Schedule, Travel, or Other Job Expectations

Extended hours may be required during fiscal close, annual inventory, peak business periods, or other operational needs. Minimum QualificationsHigh school diploma or equivalent.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.One (1) year (12 months) of work experience comparable to the second level of this series. Preferred QualificationsExcellent knowledge of business English, excellent keyboarding skills and accurate spelling and content reviewing ability.Ability to organize and prioritize work assignments.Ability to work under pressure, attention to detail, and follow-through.Experience with MS Office, University staff applications such as Chrome River, iBuy, etc.Ability to operate standard office equipment.Knowledge, Skills and AbilitiesKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology. Knowledge of printing and mailing operations. Knowledge of principles and processes for providing customer and departmental services. This includes assessment of customer needs, monitoring quality standards for services, and evaluation of customer satisfaction. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information and the ability to learn new proprietary software. Skill in material resources management through determining and obtaining the appropriate use of equipment, facilities, and materials needed to do certain work. Skill in communicating effectively as appropriate for the needs of the audience. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one. Ability to understand sentences and paragraphs in work related documents. Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, mathematical operations). Ability to apply general rules to specific problems to produce answers that make sense. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events). Ability to choose the right mathematical methods or formulas to solve a problem. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after 1/4/2027.

• Salary Information: This is a bargained position and as such, the hourly rate is driven by the collective bargaining agreement. The collective bargaining agreement sets the starting salary for this position at $22.426/hour.
• Fully Onsite position: This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy.
• Work Schedule: The scheduled work hours for this position are Monday through Friday 8:30 AM to 5:00 PM.
• Sponsorship: This position is not eligible for any type of sponsorship for work authorization.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Thursday, November 19, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact iustaffdevelopment@mx.uillinois.edu. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1039096

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu