Office Support Specialist - University Housing

University of Illinois Urbana-Champaign; Urbana (IL); On-site; USD 25,000 - 39,000; Full time

Job summary

University of Illinois Urbana-Champaign is seeking a Purchasing Assistant for Facilities Operations to support purchasing, inventory, and administrative tasks within the Housing Facilities unit.

The role involves researching products, obtaining quotes, reconciling vendor logs, and maintaining accurate records across FABWeb, TMA, and Excel, while coordinating with vendors and university staff to resolve issues and ensure compliance.

Qualifications

Responsibilities

• Purchase products, supplies, materials, equipment, parts and services by researching products, obtaining vendor quotations and submitting purchasing requests using University systems.
• Reconcile standing PO logs, packing slips and purchasing docs to ensure accuracy and compliance with University procedures.
• Reconcile purchasing card transactions for Housing Facilities staff using Emburse Enterprise.
• Create Merchandise Received documents (MRs) for Housing Facilities purchases.
• Maintain records of Facilities fiscal transactions on correct accounts, including Vendor Log reconciliations and MR submittals.
• Assist Biennial inventory by preparing records, collecting updates, researching discrepancies, and updating FABWeb and TMA inventories.
• Provide admin support for Inventory Warehouse by handling mail, screening requests and directing inquiries.
• Perform other related duties as assigned.

Skills

Microsoft Excel

Tools

BANNER

IBuy

Emburse Enterprise

FABWeb

TMA

Job description

Duties Responsibilities

Purchasing Assist Facilities Operations staff with purchasing products, supplies, materials, equipment, parts, and services needed for departmental operations by researching products, obtaining vendor quotations, comparing costs, and submitting purchasing requests using University purchasing systems (standing purchase order, iBuy, etc.). Reconcile standing purchase order vendor logs, packing slips, and purchasing documentation to ensure accuracy and compliance with University procedures. Reconcile purchasing card transactions for Housing Facilities staff members using Emburse Enterprise (credit card expense report software). Create Merchandise Received documents (MRs) for Housing Facilities purchases. Maintain records of Facilities fiscal transactions on correct accounts, (including Vendor Log reconciliations and MR form submittals); utilizes BANNER, IBuy, Emburse Enterprise, and Microsoft Excel. Work with vendors, accounting staff, University Payables, and departmental staff to resolve purchasing, invoicing, payment, and documentation issues. Utilize Microsoft Excel to support purchasing and reconciliation activities, including sorting and filtering data, working with existing formulas, and identifying and correcting basic spreadsheet discrepancies. Housing Inventory Management Maintain University Housing inventory and asset records in FABWeb (inventory software), TMA (workorder management software), and Microsoft Excel including transferring inventory data from our internal truck log by adding new acquisitions, transfers, disposals, surplus items, and location changes. Assign inventory numbers for new acquisitions and ensure inventory records are created and updated within established State of Illinois and University deadlines. Develop and maintain inventory history records and supporting files. Assist with Biennial inventory by preparing records, collecting updates, researching discrepancies, and updating FABWeb and TMA inventory databases. Research and resolve inventory discrepancies in collaboration with University Property Accounting and departmental personnel. Administrative Support for Inventory Warehouse Serve as administrative support for the Inventory Warehouse and Facilities Operations by answering routine questions, screening requests, and directing inquiries to the appropriate staff member when needed. Review, distribute, and respond to incoming and outgoing mail daily. Independently respond to inquiries within the scope of responsibility. Create manual apartment touchups and turnover extensions as needed. Provide backup support to other Facilities Operations office support staff as needed. Perform other related duties as assigned.