Office Support Specialist, Extension - State 4-H Office

Office Support Specialist, Extension - State 4-H Office

University of Illinois Extension - State 4-H Office

WE TRANSFORM LIVES.

Everything we do is designed to improve the quality of life of the people in the state of Illinois, across the nation, and around the world. We discover, develop, translate, and disseminate knowledge to address societal concerns and train the next generation of experts and leaders in a way that empowers them to expand the boundaries of science to higher levels of understanding and influence.

Be a part of our story. Through learning partnerships that extend knowledge and change lives, University of Illinois Extension provides educational programs aimed at making life better, healthier, safer, and more profitable for individuals and their communities. Illinois Extension has operated continuously for more than 100 years connecting the citizens of Illinois to their land-grant university by providing educational programming around the state. University of Illinois Extension is based in the College of ACES and works with all colleges and units of the University of Illinois at Urbana-Champaign.

Job Summary

Serves as a member of a four-person team supporting approximately 20 academic professionals. Provides administrative and event support for distribution of Illinois 4-H programs statewide, guided by the needs of Extension Specialists and Educators.

Duties & Responsibilities

Administrative

• Primary point of contact for the State 4-H Office greeting visitors, answering and directing incoming calls, relaying messages, and respond to unit staff inquiries on Microsoft Teams.
• Compose correspondence requiring the use of judgement and a knowledge of Extension activities, programs, and university policy and procedure.
• Prepare reports and agendas, attends meetings, transcribes and distributes meeting minutes and agendas to participants.
• Update and maintain shared Microsoft Teams calendars to support office workflow and event coordination, requiring proficiency in Microsoft Teams and other collaboration tools.
• Coordinate and verify office and IT inventory, including supply closets, promotional materials, loaner equipment, and storage areas.
• Support biennial inventory and ensure materials are properly distributed and returned.
• Develop and maintain complex databases, records and filing systems.
• Manage incoming and outgoing mail and deliveries by sorting, distributing, and processing bulk mailings, applying postage, and delivering to distribution centers.
• Responsible for general office environment by keeping reception areas, storage spaces, supply closets, and copier areas organized and operational.

Event Support

• Independently manage awards distribution and mailings.
• Responsible for timely creation and distribution of state fair volunteer W-9 and contract distribution.
• Responsible for preparing event materials.
• Set up and maintain program registrations on ZSuite and track payments.
• Responsible for TED data entry and training student workers on program.

Fiscal Support

• Independently prepare statements of expenditures, review expense reports for accuracy, and prepare deposits.
• Responsible for office purchases and travel logistics in compliance with university policies, including ordering supplies, booking travel, and maintaining accurate records and reconciliations through university systems.

Other

• Perform other related clerical duties as assigned to ensure the smooth operation of the State 4-H Office.

• Comply with Affirmative Action/Equal Opportunity policies/guidelines in all aspects of Extension work.

Additional Physical Demands

To perform the functions of this position, the employee will be required to perform work both within an office and outside in the communities that are served and must have the capability to travel from one location to the other in a timely fashion. Employee is responsible for securing personal transportation. A valid driver’s license is preferred. Some work will be required during evenings and/or weekends. When working, the employee may be exposed to a variety of environmental factors to include, but not limited to, hot or cold weather, exposure to noise and allergens, and uneven ground. In performing the functions of this position, the employee may be subjected to various mental and physical demands as well to include, but not limited to, independently traveling to and performing work at different locations, ability to move, transfer and/or transport items that may occasionally weigh up to forty (40) pounds and frequently weigh up to twenty (20) pounds, and twisting, pushing and pulling movements. More detailed information regarding the functions of this position (including the physical, mental, and environmental requirements of the position) may be obtained from Human Resources for the College of Agricultural, Consumer and Environmental Sciences (ACES) by contacting hr@aces.illinois.edu.

Minimum Qualifications

High 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.

Knowledge, Skills and Abilities

• Knowledge of general office practices and procedures, including filing, correspondence, recordkeeping, and scheduling to ensure smooth daily operations.
• Skill in performing professional administrative and secretarial duties, such as preparing documents, managing calendars, coordinating meetings, and maintaining organized records with a high degree of accuracy.
• Ability to communicate effectively and professionally in person, by phone, and in writing to support staff, clientele, and the public.
• Strong organizational and time management skills with the ability to prioritize multiple tasks, meet deadlines, and adapt to changing office needs.
• Proficiency with Microsoft Office Suite and collaboration tools (e.g., Microsoft Teams) to maintain office workflow and support project coordination.
• Commitment to providing reliable, consistent administrative support as a valued member of the office team, contributing to long-term operational stability.

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. Salary is $42,872.70.

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 November 21, 2025. 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 skpttrsn@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver’s License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

Sponsorship for work authorization is not available for this position.

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 accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1032972
Job Category: Off-Campus
Apply at: https://jobs.illinois.edu