Office Support Specialist - Agricultural And Consumer Economics, Tax School

Office Support Specialist, Tax School

Manage a variety of administrative and programmatic processes to meet the needs of customers of the Tax School Program.

Administrative Operations:

• Manages all aspects of customer continuing professional education credits process for educational events held year-round. This includes calculating credits earned using complex-Excel based methods, including data entry into database, accuracy checking, emailing certificates, and accurately filing credits with various accrediting groups.
• Coordinates and oversees all aspects of National Order program, including serving as point of contact for national workbook customers and liaising between these customers and the printing vendor/shipper that delivers workbooks out of state. Manages the National Order online ordering system, and communicates with national order customers to receive orders, answer questions, offer solutions to problems, creates and sends invoices and follows up on accounts receivable. Creates schedule for workbook shipments and coordinates delivery in cooperation with printing vendor. Creates and maintains system for tracking orders, shipments, invoices, and accounts receivable. Follows up with customers needing to submit payment after 30 days.
• Participates in office processes surrounding financial transactions. Reconciles daily Tax School fiscal transactions captured in the registration database, including preparing cash sales, reconciliation reports and discrepancy documentation. Identifies, analyzes, and reports discrepancies. Corrects any discrepancies discovered.
• Serves as primary coordinator for internal shipping of retail purchases of the Federal Tax Workbooks and other publications. Utilizes UPS campus ship software, creates shipping labels. Checks orders in the database on a weekly basis to assure a quick response to customers.
• Participates in process improvement meetings and assists with developing/updating procedures. Identifies processes that are inefficient/ineffective and flags them for evaluation and improvement. Implements new processes to improve effectiveness and efficiency of Tax School's customer service.
• Analyzes accuracy of customer records and removes (merges) duplicate records as deemed appropriate. Performs complex mail merge for annual marketing postal mailings.

Customer Service:

• Serves as first line of contact for Tax School customers on the phone and through email. Answers customer inquiries related to seminar registration, attendance, and product purchases. Routes other types of customer inquiries to Tax School staff as appropriate (tax-related questions, marketing/sales, etc.).
• Provides exceptional customer service to ensure a high degree of customer satisfaction. Researches unique customer situations to solve complex problems associated with registrations, continuing education credits, problems with products, etc.
• Processes seminar registrations and product purchases in the Tax School's proprietary database to a high degree of accuracy.

Other duties:

• Participates in unit discussions regarding problem resolution, goals and objectives. Implements goals and objectives as identified in these discussions. Maintains documentation of decisions/actions to be taken.
• Takes minutes at staff meetings and distributes to participants in a timely manner.
• Tracks, orders, receives and distributes office supplies for Tax School program as needed. Oversees inventory of various supplies and products.
• Performs clerical tasks as needed.
• Performs other duties as assigned.

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 i. 30 semester hours equals one (1) year (12 months) ii. Associate's Degree (60 semester hours) equals eighteen months (18 months0 iii. 90 semester hours equal two (2) years (24 months) iv. 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:

• Ability to effectively communicate with customers in a professional, friendly, and positive manner in order to achieve customer satisfaction.
• Knowledge of spelling, grammar, punctuation, sentence and paragraph structure and document formatting. Ability to clearly develop and document procedures. Ability to follow written procedures and comprehend the information.
• Highly organized in the area of managing paper and digital files and records, managing inventory and supplies, logistics of product shipping, and preparation for seminars and meetings.
• Ability to utilize judgment and organization. Manages time and priorities effectively. Schedules own priorities.
• High level of Microsoft Office software skills including complex functions available within the software (especially MS Word and Excel).

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. The collective bargaining agreement sets a wage of $42,872.70/annually. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

Sponsorship for work authorization is not available for this position.

Applications must be received by 6:00 pm (Central Time) on April 15, 2026. 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 Gina Marsh at grmarsh@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois Urbana-Champaign — the state's flagship public university and one of the world's leading research institutions — every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.