Office Manager- Continuous Post

Salary: $17.45 Hourly
Location : On Campus
Job Type: Civil Service
Job Number: 202300046
Department: Various Campus Departments
Opening Date: 12/11/2023
Closing Date: Continuous
FLSA:: Non-Exempt
Security/Safety Sensitive:: NA
Description
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.
This listing does not represent an actual vacancy; rather open recruitment allows interested persons to submit materials for future vacancies within this classification.
Examples of Duties
Employees in this title typically -

• 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.

Qualifications

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

Supplemental Information
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 application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves).
5. After the position has closed, your application and supporting materials will be reviewed to determine if you meet the minimum qualifications, including any specialty factors associated with this position. Those who qualify will move forward for Civil Service Examination/Testing.
6. Please monitor your e-mail for further information regarding your application. Emails will be generated from
7. For more information on Civil Service classifications, please visit the SUCSS web site at sucss.illinois.gov
About Civil Service Examination/Testing: The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of application materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, your application will move forward for examination/testing in which you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. This score will be emailed to the email address noted on your application. After the application deadline, the names within the top three scores will be referred to the department for interview.
SIU Carbondale, member of the SIU System, is an anti-racist community that opposes racism, discrimination and inequity in any form, and embraces diversity, inclusion, equity, and justice for all people.
SIU Carbondale is an Affirmative Action/Equal Opportunity Employer of individuals with disabilities and protected veterans that strives to enhance its ability to develop a diverse faculty and staff and to increase its potential to serve a diverse student population. All applications are welcomed and encouraged and will receive consideration.
University employees may be eligible for a variety of State of Illinois benefits. These benefits are administered through the Illinois Department of Central Management Service (CMS). These benefits include: Health Insurance plans (HMOs, OAPs, QCHP and CDHP), Dental Insurance, Vision Plan, Life Insurance, Accidental Death & Dismemberment (AD&D), Supplemental Long Term Disability (LTD), Flex Spending Accounts, MCAP and DCAP, and 457(b) Deferred Compensation Plan.
Eligible employees are required to participate in the State Universities Retirement System (SURS). SURS is the retirement administrator for employees in public higher education in the State of Illinois.
Other benefits available to eligible employees include: Generous paid time-off, 403(b) Supplemental Retirement Plans, Employee Assistance Program and a Tuition Waiver Program.