Office Manager - Extension Business Office

About the role

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.

Responsibilities

• 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.
• 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.
• 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
• Supports customers who call or email with questions about publications and related inquiries.

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 and the salary for the position is set at $46,975.50. For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.