Office Support Specialist - University Housing

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 and process Merchandise Received Reports (MRs) for Housing Facilities purchases and maintain accurate records of departmental purchasing and fiscal transactions using University systems, including Banner and iBuy (purchasing software).
• Work with vendors, accounting staff, University Payables, and departmental staff to resolve purchasing, invoicing, payment, and documentation issues.

Housing Inventory Management

• Maintain University Housing inventory and asset records in FABWeb (inventory software) and TMA (workorder management software), 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.