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Civil Service Position CS15-09
July 30, 2014

Position Title
Office Support Specialist 

Hiring Unit

Job Description/Responsibilities
The Office Support Specialist is responsible for the organization and functional operation of the Chemistry Department office. This position also performs, as needed, secretarial and clerical duties for the Department Chair, requiring discretion and independent judgment.

Specific duties may include, but are not limited to: Prioritizing the chairperson’s incoming mail and drafting initial responses to routine inquiries; maintaining a calendar of important events and notifying Chair, faculty, and staff when appropriate; responsible for statistical reports and faculty/graduate student contracts for the department; manages FDF and EUE financial records in collaboration with the Dean’s Office; maintaining vacation and sick leave reports for faculty and civil service employees and preparing annual reports; responsible for hiring training, scheduling, and reviewing departmental student workers; posting positions and preparing and maintaining time sheets for student workers, tutors, workshop leaders, and undergraduate teaching assistants; Keyboarding confidential and sensitive material such as faculty evaluations and letters regarding student academic records, as well as keyboarding complex technical material and mathematical equations; Supervising and monitoring the Graduate Student application process, maintaining contact with the Graduate Admissions, managing applicants’ files, and reviewing for compliance with established criteria, and forwarding to department graduate committee for acceptance/denial; maintaining all aspects of payroll including accountability for proper hours as well as Banner entry.

The Office Support Specialist may be assigned other related tasks in support of the department’s mission and goals.

Minimum Qualifications

  1. High school graduation or equivalent.
  2. Twelve (12) months of clerical/office support work experience comparable to that performed at the Office Support Associate level of this series or in other positions of comparable responsibility.
  3. Any one or combination totaling twenty-four (24) months from the following categories:
    (a)  work experience performing clerical/office support work
    (b)  vocational training that provided a knowledge of generally accepted clerical
    (c)  college or university course work in Office Occupations, Business Administration,
          Business Education, or closely related fields
          36 semester hours = twenty-four (24) months
    (d)  college or university course work in any curriculum
          60 semester hours = twenty-four (24) months  
  4. Ability to keyboard accurately at a rate of 40 net w.p.m.   

Additional Knowledge and Skills Preferred by Hiring Unit

  1. Ability to organize and prioritize workload independent of supervision
  2. Exceptional supervisory skills.
  3. Thorough awareness of departmental operations and procedures.
  4. Excellent communication and interpersonal skills, and the ability to deal with a diverse group including faculty, staff, students, University community, and parents.
  5. Computer skills including word processing, spreadsheet applications, Banner, ORACLE, email, and internet applications.
  6. Ability to transcribe and keyboard technical and confidential information.
  7. Strong language and writing skills.
  8. Knowledge of Xeroxing and other copying formats.
  9. Pleasant manner and telephone etiquette.
  10. Well-developed filing skills.

Illinois residency required

FLSA Status

$2,324 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.  NOTE: Some positions may be represented by a union and may require union dues.

Qualified applicants must submit a Civil Service application http://www.siue.edu/humanresources/forms/pdf/APPLICATION_FOR_CIVIL_SERVICE_EMPLOYMENT.doc (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:  civilserviceapplications@siue.edu.

Only one Civil Service application is required to be completed per year. Please use only one application to apply for multiple positions. Qualifying applicants will be contacted to be scheduled for testing. 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 www.siue.edu/humanresources or call Civil Service Testing at 618-650-2190.

Application Deadline
August 13, 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 http://www.siue.edu/securityreport.  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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