Office Support Specialist - University Housing

Duties Responsibilities Purchasing: Assist Housing Facilities staff members in acquiring products, supplies, and materials. Entails obtaining pricing comparisons, submitting purchasing instrument (standing purchase order, iBuy, etc.), contacting vendors for quotes. Reconcile standing purchase orders. Reconcile P-Card transactions in Chrome River for Housing Facilities staff members. 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, and Chrome River. Work with vendors and/or University Payables to resolve purchasing, invoicing, and payment issues. Housing Inventory – Related Operations and Procedures: Add and update inventory records in FABweb, including inventory transfer data from truck log, following the guidelines and procedures set by the State of Illinois adhering to the 30-day required deadline on new acquisitions. Maintain the University Housing’s inventory using the TMA-Asset and Equipment modules database adding new acquisitions, changes, scrap/surplus and transfers. Issue inventory numbers for new acquisitions. Develop and maintain an inventory history. Prepare biennial inventory report for staff to physically find the assets; upon their findings, correct discrepancies in the TMA and FABweb databases. Assist University Property Accounting Office to investigate and rectify discrepancies in inventory and purchasing data. Support of Inventory Warehouse: Serve as office support for the Inventory Warehouse. Respond to routine requests for information. Screen, respond to, and direct incoming and outgoing mail daily. Independently respond to inquiries within scope of responsibility. Create manual apartment touchups and turnover extensions as needed. Serve as backup for Housing Facilities Operations’ office support staff as needed. Perform other related duties as assigned.