Office Manager - Extension Business Office

University of Illinois at Urbana-Champaign; Urbana (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

The University of Illinois Extension, Business Office, is seeking an Office Manager to provide critical administrative and accounting support across Extension units. You will handle invoicing, billing, payroll-related tasks, and financial reporting to ensure compliance with University guidelines.

This full-time Civil Service position offers responsibilities spanning accounts payable, contract processing, and annual reporting, with opportunities to contribute to statewide Extension operations.

Qualifications

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

Responsibilities

• Provides support for administrative and accounting functions per University guidelines.
• Manages invoices, purchase orders, and procurement processes.
• Maintains inventory and handles reports and audits as required.
• Supports Extension personnel statewide and on campus.

Skills

Analytical skills

Communication skills

Customer service

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

Job description

Office Manager - Extension Business Office

University of Illinois Extension, Business 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

Working with Extension personnel throughout the state and on campus, provides support to the Illinois Extension Business Office ensuring critical administrative and accounting functions are completed in compliance with University guidelines.
Business Operation Support
Calculates monthly fees for Extension Distribution Services, including USPS, UPS, Handling and Labor/Material, and bills the appropriate campus departments in Banner.
Manages weekly UPS and quarterly Pitney Bowes invoices and submits them to OBFS UPAY for payment. Notifies merchants of changes to purchase order numbers at beginning of new fiscal year. Keeps an eye on available postage funds and requests additional funds as needed.
Independently prepares and submits the monthly sales tax report for Distribution Services to University Accounting and Financial Reporting department. Also assists in collecting and preparing monthly sales tax report for all of Extension self-supporting funds (approximately 80 funds), troubleshooting any issues as they arise.
Manages quarterly credit card fee billing to various campus departments for their credit card sales.
Manages Change Fund Custodian Assignments and Increase Requests for 27 Extension Units independently, ensuring appropriate documentation is submitted and Units remain in compliance with University standards.
Independently creates Monthly Financial Reports to assist the Associate Director of Extension with budgeting.
Uses Emburse to process monthly payments to vendors for retirees' Health, Dental, and Life insurance.
Manages annual 1099 reporting by reviewing and approving 4-H participants receiving any kind of award or premium payment. Tracking and securely storing all required sensitive information for all of Extension Units.
Issues all Amazon e-codes and reviews all refund, award/prize, and 4-H premium expense reports in Emburse.
Independently creates and follows up on requisitions for purchase orders for Extension Administrative/Central offices, including annual renewals. Completes receiving reports in Banner when required and makes sure invoices are approved.
Independently reviews and approves (or rejects) requisitions & iBuy orders for $5,000 or more. Also reviews and approves or completes JVs from various Extension areas to ensure the proper funds and account codes are used.
Provides approval/support for Academic Professional Development Awards and follows up to make sure the award is spent.
Provides back up to the Business Administrative Associate with processing checks from Extension Units and Contract Requests.
Assists the Extension accountants with fund transfers, non-conforming letters and other duties as needed.
Submits, tracks, and manages Contract Requests though Contracts+ in iBuy.

Order, Materials, and Inventory Management
Independently receives orders for publications handled by Distribution Services (DS) and completes inventory adjustments and billing procedures before passing order on to shopkeeper for fulfillment. Troubleshoots order discrepancies and resolves customer or client inquiries in a professional manner.
Manages the order-entry/inventory system and the PubsPlus online ordering system. Coordinates with team leaders to determine order points for stock items and reorders items when inventory is low. Also responsible for ordering office and shipping supplies as needed for distribution.
Provides backup assistance to storekeeper as needed by pulling, packaging, and shipping orders.
Assists in training colleagues, as well as student and Extra Help employees and suggests and assists in implementation of procedural changes to ensure DS operations continue to meet or exceed client and customer needs and expectations.
Coordinates and manages annual physical inventory of all items in the DS warehouse; maintaining computer-and-paper-based inventory records and preparing inventory reports as needed. Completes end of fiscal year Fact Sheets.
Other
Provide support to customers who call or email with questions about publications and related inquiries.
Comply with all Affidative Action/Equal Employment Opportunity policies and guidelines in all aspects of Extension work.
Perform other duties that further the mission of University of Illinois Extension as assigned.

Minimum Qualifications

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

Knowledge, Skills and Abilities

• Excellent analytical skills and problem-solving abilities.
• Ability to communicate effectively.
• Strong customer service skills.
• Proficiency with Microsoft Word and Excel.

Appointment Information

This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible. The salary for this position is set by a collective bargaining agreement