"Office Manager - Continuous Post (2025)"

Job Details

Description

The starting wage for this position is listed above. This position is represented by ACsE/IEA-NEA: Associate of Civil Service Employees. For more information regarding salary and other details please visit: https://laborrelations.siu.edu/labor-contracts/

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.

Examples of Duties

• 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

• High school diploma or equivalent.
• 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, candidates must be a current Illinois resident.

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 info@schooljobs.com.
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.

Sponsorship for Work Authorization is not available. For more information visit https://policies.siu.edu/policies/employment-non-us-citizens.php