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Civil Service Position #CS14-88
March 6, 2014

Position Title
Chief Clerk

Hiring Unit
The Graduate School

Job Description/Responsibilities

  1. Managing graduate assistantship appointments (eligibility, retention, tuition waivers, completeness of hiring packet, employment verification, and other policy issues related to the appointment of graduate assistants)
  2. Providing education on hiring process to units
  3. Entering graduate assistantship data in Banner Payroll and providing employment verification
  4. Serving as receptionist for Graduate School (front desk duties such as answering main telephone line, answering questions and directing individuals to others, and distributing the mail)
  5. Supporting the Director of Graduate Education and Associate Dean
  6. Reviewing electronic theses for format compliance and meeting with students to review changes if needed
  7. Supporting the GA/TA orientation and the Graduate School Honors Day
  8. Supporting the Graduate Committee on Assessment and Graduate Course Review Committee 

The Chief Clerk may be assigned additional related duties and responsibilities in support of the School’s mission and goals. 

Minimum Qualifications

  1. High school graduation or equivalent
  2. 12 months of work experience performing clerical/secretarial work comparable to the next lower level of this series
  3. Any one or any combination of the following types of preparation:
    (a) Work experience performing clerical/secretarial work, including
         use of computer systems
    (b) College or university coursework in Office Occupations, 
         Business Administration Business Education or closely related fields
    (c) Vocational training which provided knowledge of generally accepted clerical
         procedures comparable to that gained in “b” above
    (d)  College or university coursework in any curriculum
           that totals 1.0 unit according to the following conversion rates:
          24 months of “a”
                24 semester hours of “b”
                12 months of “c”
                60 semester hours of “d”
  4. Ability to keyboard accurately at a rate of 25 w.p.m. 

Additional Skills and Knowledge Required by Hiring Unit

  • Ability to understand and adhere to policies and procedures of the University
  • Excellent communication skills
  • Ability to understand Banner/HR system
  • Understanding of higher education
  • Positive customer service attitude
  • Good organizational skills and detail-oriented
  • Ability to use spreadsheets, word processor, database (such as Microsoft Access)

Illinois residency required

FLSA Status

$2,181 per month

Application Process
This position is a current civil service vacancy at Southern Illinois University Edwardsville.  Applicants compete by examination.  If you are interested in applying for this position, please complete and submit a Civil Service application to the Office of Human Resources.  Examination appointments are required. NOTE: Some positions may be represented by a union and may require union dues. 

Qualified applicants must submit a Civil Service application (required), resume and unofficial transcripts to: 

Southern Illinois University Edwardsville
Office of Human Resources
Campus Box 1040
Edwardsville, IL  62026-1040 

Or email your Civil Service application (required), resume and unofficial transcripts to:

Only one Civil Service application is required to be completed per year. Please use only one application to apply for multiple positions. The Office of Human Resources will not contact applicants that do not meet the minimum qualifications listed.  If qualifying by education, you must submit your transcript at the time of application. Applicants qualifying for Veteran’s preference must submit a copy of form DD214 at the time of application.  Applicants will be subject to a background check and/or drug screening prior to an offer of employment. 

For more information please visit the Office of Human Resources website at or call Civil Service Testing at 618-650-2190.

Application Deadline
March 20, 2014 

SIUE is a state university - benefits under state sponsored plans may not be available to holders of F1 or J1 visas.

Applicants will be subject to a background check prior to an offer of employment.  Southern Illinois University Edwardsville is an equal opportunity employer and will not discriminate against any person on the basis of race, national origin, religion, disability, age, marital status, sex, sexual orientation or veteran’s status in violation of Title VII.

The SIUE Annual Security and Fire Safety Report is available online at  The report contains campus safety and security information, crime statistics, fire safety policies, and fire statistics for the previous three calendar years.  This report is published in compliance with Federal law, titled the “Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act” and the Higher Education Opportunity Act also known as the “Campus Fire Safety Right to Know.”  For those without computer access, a paper copy of the report may be obtained, with a 24-hour notice, from the Office of the Vice Chancellor for Administration, Rendleman Hall, Room 2228, 618-650-2536.

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