Administrative Associate Jobs in Springfield, IL

Salary: $18.54 - $20.39 Hourly
Location : Springfield, IL
Job Type: Civil Service
Job Number: 2402276
Department: Human Resources-SMS
Opening Date: 08/25/2026
Closing Date: 8/31/2026 2:00 PM Central
FLSA: Non-Exempt
Bargaining Unit: Non-Represented
Shift: Days
ExemptorNon_Exempt: Non-Exempt
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Description
Under general supervision of the Business/Administrative Associate, the Office Support Associate provides administrative and clerical support for the business operations and designated programs of the Office of Human Resources. The position assists with payroll processing, financial transactions, purchasing and record-keeping; provides administrative support for visiting learner and immigration processes; and serves as a resource for employees, departments, visitors, and program participants. The position collects, reviews, enters, tracks, and maintains information and documentation in accordance with established procedures. Work requires accuracy, organization, effective communication, sound judgment, and strict confidentiality when handling personnel, payroll, financial, immigration, and learner information.
*This position is ON SITE only*
Examples of Duties
25%
Financial and Business Transaction Support
Assists with the preparation and processing of requisitions, purchase orders, invoices, confirming transactions, internal billings, reimbursements, deposits, and other financial documents.
Reviews financial documentation for completeness, accuracy, appropriate approvals, account information, and required supporting materials.
Enters, retrieves, and tracks financial information using institutional systems, spreadsheets, databases, and other office software.
Maintains records of departmental expenditures, commitments, invoices, payments, contracts, and other financial activity.
Tracks transaction deadlines and follows up regarding missing invoices, approvals, receipts, or other supporting documentation.
Assists with supply ordering, inventory, equipment records, shipping, receiving, and other operational needs of the Office of Human Resources.
Collects and organizes information for financial reports, audits, budget monitoring, and departmental planning.
25%
General Administrative and Office Support-
Provides administrative support to the Business/Administrative Associate and other designated Human Resources staff.
Answers telephone calls, greets visitors, monitors shared email accounts, determines the nature of inquiries, and directs individuals to the appropriate staff member or resource.
Completes Verifications of Employment.
Monitors and responds to shared email boxes for various teams, including and
Prepares and formats correspondence, reports, forms, spreadsheets, presentations, agendas, meeting minutes, and other documents.
Maintains calendars and schedules meetings, appointments, interviews, orientations, and other activities.
Creates, updates, retrieves, and maintains electronic and paper records, departmental files, contact lists, and tracking systems.
Receives, reviews, and distributes incoming mail, documents, deliveries, and other materials.
Assists with updating Human Resources webpages, shared resources, instructions, forms, and informational materials.
Provides backup support for other administrative functions and assists with departmental projects and events.
Protects the confidentiality of personnel, payroll, financial, immigration, learner, and other sensitive information.
Serves as primary back up for reception desk.
Assists with the assignment and tracking of Mandatory Trainings through HealthStream for all Extra Help assignments.
Serves as HealthStream administrator for Human Resources, assigning specialized trainings which fall outside of the Annual Training processes and maintaining student profile/accounts.
Assist with Separation Processing components, including the deactivation of accounts and the management of employee files.
15%
Immigration Process Support
Provides administrative support for employment-based immigration and related processes under the direction of designated Human Resources staff.
Provides routine information regarding required forms, supporting documents, procedural steps, and established submission deadlines.
Collects, reviews, organizes, copies, scans, and tracks immigration-related documentation for completeness.
Prepares routine correspondence and assembles documentation for review and submission by designated staff.
Maintains confidential immigration files, databases, spreadsheets, expiration-date reports, and other tracking systems.
Monitors established deadlines and expiration dates and provides reminders to the appropriate staff, employees, or departments.
Tracks and processes internal billing for immigration matters.
15%
Payroll Support
Assists the Business/Administrative Associate with the preparation, review, entry, and submission of payroll-related information and documentation.
Collects, reviews, and tracks timesheets, leave reports, and other payroll materials.
Reviews submitted materials for completeness, required approvals, mathematical accuracy, and compliance with established procedures and deadlines.
Enters and retrieves payroll-related information using applicable Human Resources, payroll, database, and spreadsheet systems.
Identifies missing, incomplete, or inconsistent information and follows up with employees, supervisors, departmental representatives, or Human Resources staff.
Responds to routine questions regarding payroll forms, submission requirements, processing schedules, and the status of transactions, referring complex matters as appropriate.
Maintains organized and confidential payroll records and tracking systems.
15%
Visiting Learner Program Support
Provides administrative support for visiting learner applications, appointments, rotations, onboarding, and related program activities.
Serves as an initial point of contact for visiting learners and departmental representatives, providing routine information about application procedures, documentation requirements, deadlines, and program processes.
Receives, reviews, organizes, and tracks applications and supporting documentation for completeness.
Communicates with visiting learners and departments regarding missing information, required forms, approvals, schedules, and the status of administrative requirements.
Enters and maintains learner information in designated databases, tracking systems, spreadsheets, and electronic files.
Prepares correspondence, schedules, informational materials, and program documentation.
Maintains accurate and confidential visiting learner records in accordance with established procedures and retention requirements.
Refers questions involving eligibility, exceptions, policy interpretation, or programmatic decisions to the appropriate staff member.
Assigns mandatory HealthStream Trainings to visiting learners, tracks for completion, and closes accounts at the end of the learner's assignment.
5%
Performs other duties as required or assigned which are reasonably within the scope of the duties described above.
Qualifications
Credentials to be Verified by Placement Officer
1. High school diploma or equivalent.
2. Anyone or combination totaling eighteen (18) months from the categories below:

1. 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)
2. Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills and Abilities (KSAs)

1. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
2. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
3. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
4. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
5. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
6. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
7. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
8. Ability to understand written sentences and paragraphs in work related documents.
9. Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
10. Ability to apply general rules to specific problems to produce answers that make sense.
11. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
12. Ability to choose the right mathematical methods or formulas to solve a problem.

Condition of Employment
Pursuant to the State Universities Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.
Supplemental Information
If you require assistance, please contact the Office of Human Resources at or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.
The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.
The SIU School of Medicine Annual Security Report is available online at This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the
"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."
Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.
Pre-employment background screenings required.
Paid time off: Includes 12 paid holidays per year. Accrual rates vary based on employment type and years of service
Paid sick time: Use for personal illness, doctor visits, or if your immediate family members fall ill
Health, Dental, and Life insurance
Optional life insurance: Your spouse and dependents can enroll in State term life and university-sponsored term life insurance.
Prescription: Plan participants enrolled in any state health plan have prescription drug benefits included in the coverage.
Long-term Disability Insurance
Flexible spending accounts: Optional, IRS tax-favored program that enables you to stretch medical expenses and dependent care dollars
Voluntary retirement accounts: Optional plans include the State of Illinois Deferred Compensation Plan (457) and Tax Deferred Annuity (403b).
Tuition Waiver/Tuition Reimbursement: Continue your graduate or undergraduate education with the help of tuition waivers or tuition reimbursement
Leaves of absence: Includes FMLA and Extended Sick Leave Benefits for qualified employees
Employee Assistance Program: Access free and confidential support, including counseling services, and information during difficult times
For more information please visit