Office Support Specialist - Veterinary Diagnostic Laboratory
University of Illinois

Office Support Specialist - Veterinary Diagnostic Laboratory

College of Veterinary Medicine

Job Summary
Under general supervision, this position performs a variety of complex office and business functions related the accessioning, reporting, invoicing, and releasing of information to clients, faculty, and staff. Position documents and maintains records, assists clients, greets visitors, answers phone and relays call and messages to appropriate sections within the VDL and faculty.

Duties & Responsibilities

• Documentation and Record Maintenance:

• Enters confidential information and charges into the Laboratory Information Management System (LIMS), maintaining a high level of detail and accuracy.
• Proofreads and corrects errors on reports submitted to the office by faculty and technicians for client cases. Sends reports and invoices to clients when cases are finalized.
• Update and/or create data files for distribution to clients and government agencies on a regular and/or as needed basis (spreadsheets, word documents, etc.).
• Review daily financial reports and make any necessary adjustments. Assist in the preparation of simple financial paperwork, receive and record payments.

• Client Assistance:

• Provide direct office support to faculty and staff within the laboratory in person, on the phone, or via email. Receives and screens calls for faculty and staff and determines needs and handles routine items independently. Relays messages to and from laboratory departments to outside clientele.
• Greets clients in person and over the phone in a friendly and helpful manner. Responds to and resolves inquiries from clients, faculty, and staff to provide or clarify information on charges, services, policies, and procedures.
• Investigates and resolves minor client billing issues/discrepancies; escalates when appropriate. Provides copies of invoices, generates statements of account, and communicates with campus General Accounts Receivable and VDL Accounting Associate as needed.
• Documents customer contacts in the Laboratory Information Management System and participates in quality system as required by all VDL employees.
• Quotes current laboratory test pricing to VDL clients.

• Miscellaneous Duties:

• Receives, sorts, opens, and distributes incoming mail/packages and prepares outgoing mail (weighs envelopes/parcels, applies postage).
• Prepare supply orders and issue office supplies. Place iBuy orders providing back up to the Administrative Aide as needed.
• Performs other duties as assigned.

Additional Physical Demands
Work is performed in a standard office setting within the Veterinary Diagnostic Laboratory. Allergies to hay, straw and pet dander may be of concern and cause discomfort. Position may involve lifting and maneuvering heavy boxes filled with case files.

Minimum Qualifications

1. High school diploma or equivalent.

2. Any one or combination totaling two (2) years (24 months) from the categories below:

A. College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:

• 30 semester hours equals one (1) years (12 months)
• Associate's Degree (60 semester hours) equals eighteen months (18 months)
• 90 semester hours equals two (2) years (24 months)
• Bachelor's degree (120 semester hours) equals three (3) years (36 months)

B. Work experience performing office/clerical activities, including the use of computer systems.

3. One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills and Abilities

• Knowledge of professional business office protocol and clerical procedures are required.
• Working knowledge of Microsoft Office (Word, Excel) are required.
• The ability to learn laboratory information systems and office guidelines are essential in this position and training will be provided.
• Working knowledge of medical and veterinary terminology preferred.
• Operations of Lync telephones, e-mail, internet and Banner (University system) familiarity are desired.
• Employee must be tactful, professional and considerate with clients, coworkers, staff and students.
• Must be able to multitask as well as provide complete follow through.
• Employee must be able to work with frequent interruptions on a daily basis.
• Telephone protocol along with payments processing must be strictly adhered to. Guidelines will be both written and verbal.
• The employee will need to continuously develop new methods and skills for communicating with clients, faculty and staff while successfully problem solving any issues that may arise.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after 5/15/2024. The minimum starting salary is $20.718 hourly.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on May 15, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Lauri Umbarger at lauriu@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1024117
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

This job has expired.