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Office Support Specialist (Preventative Maintenance Program) - Facilities & Services

University of Illinois at Urbana-Champaign

University of Illinois at Urbana-Champaign

Administration, Customer Service, Operations
Urbana, IL, USA
Posted on Tuesday, November 7, 2023

Office Support Specialist (Preventative Maintenance Program) - Facilities & Services

Facilities & Services

Job Summary

The primary function of this position is to perform support duties for the Facilities & Services Maintenance Department/Preventive Maintenance Program. Incumbent will work at the direction of the Preventive Maintenance Program Manager or the Building Maintenance Director.

Duties & Responsibilities

  • Assist the Preventive Maintenance Program Manager with asset data entry in the AiM database; modifying and/or adding new assets and their attributes.
  • Assist the Preventive Maintenance Program Manager with preventive maintenance scheduling in the AiM database; modify and/or create checklists (PM Standards) and preventive maintenance schedules (PM Templates).
  • Assist the Preventive Maintenance Program Manager with the review and updating of asset and preventive maintenance records in the AiM database.
  • Assign funding sources to asset records based on organizational responsibilities found in the DOR documentation (Division of Responsibility).
  • Generate preventive maintenance work orders weekly.
  • Add assets to appropriate preventive maintenance schedules (PM Templates) as directed.
  • Maintain records for elevator registrations, safety tests and inspections.
  • Maintain records for Boilers and Pressure Vessel safety inspections.
  • Assist Preventive Maintenance Program Manager with annual review of PM activities for Facilities & Services and campus departments.
  • Assist the Preventive Maintenance Specialist with other duties as assigned.

Physical Demands

  • Standing : Occasionally
  • Walking : Occasionally
  • Sitting : Constantly
  • Talking : Frequently
  • Hearing : Frequently
  • Visual Acuity : Constantly

  • Additional Physical Demands

    This position does not require performance of physical tasks other than those normally provided by administrative office personnel. The environment of the office is the same as normally found in an administrative office.

    Minimum Qualifications

    • High school diploma or equivalent.
    • Any one or combination totaling two (2) years (24 months) from the categories below:
      • College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:
        • 30 semester hours equals one (1) year (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)
      • Work experience performing office/clerical activities, including the use of computer systems.
    • One (1) year (12 months) of work experience comparable to the second level of this series.

    Knowledge, Skills and Abilities

    • Must have a working knowledge of maintenance techniques including the ability to understand building codes and standards.
    • The incumbent must effectively communicate with the professional and support staff members in a broad range of challenging circumstances while remaining focused on customer service principles. There are general guidelines for the incumbent to follow, but the complexities of these tasks require some personal initiative, tact and authority.
    • The incumbent must have a working knowledge of various computer programs (Microsoft Word, Excel, etc.), a demonstrated ability to learn new programs, and a "how to operate" knowledge for personal computers, printers, copiers, fax machine.
    • Must be willing to learn or have a working knowledge of the University's policies and procedures, including a general knowledge of various University and office manuals. The incumbent must be able to prioritize assignments in order to meet deadlines while maintaining the day-to-day operation of the unit for which her/she is responsible.
    • Excellent organizational and interpersonal skills.

    Appointment Information

    This is a 100% full-time (37.5 hours per week) Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. This position is 100% on-site; remote work is not available for this position. The expected start date is as soon as possible after the search close date. The starting salary for this position is $20.718/hour.

    For more information on Civil Service classifications, please visit the SUCSS web site at

    Application Procedures & Deadline Information

    Applications must be received by 6:00 pm (CST) on November 28, 2023. 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 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 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, COVID-19 vaccination requirement, 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

    Requisition ID: 1021354
    Job Category: Administrative Support
    Apply at: