Office Support Associate - CREATING POOL OF APPLICANTS FOR ANTICIPATED OPENINGS
Employees in this series perform a variety of office support functions designed to implement, maintain, and execute effective office procedures and workflow. At the lower levels they are often engaged in the production of documents and other duties that support the activities and staff of an office or organization. At the higher levels, however, work may be characterized by the nature and extent of personal contacts and may be performed in direct support of a designated principal(s). A progression of responsibility is evident within the series, ranging from simple, repetitive duties performed under direct supervision to those that are diversified, require the use of discretion and independent judgment, and are performed under administrative direction.
Duties performed may include, but are not limited to, maintaining calendars, scheduling appointments, making arrangements for meetings and travel, gathering and providing information orally and in writing, developing or maintaining documents, transcribing material, performing liaison or coordination functions, processing mail, assisting in fiscal matters, maintaining or coordinating the management of files and records systems, and supervising office support services.
These duties are based on the end result, not on how the work is done, recognizing that advances in technology may have enhanced how the duties are performed.
Duties and Responsibilities (generally)
Employees in positions allocated to this level of the series work under general supervision. They perform office support tasks requiring knowledge of general office and departmental procedures and methods, the ability to operate a variety of office equipment, and the ability to operate computer systems utilizing various office software packages.
Minimum Required Qualifications for this position
CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
1.High school graduation or equivalent.
2. Any one or any combination of the following, totaling one (1) year and six (6) months of experience in the categories below:
A. work experience performing office/clerical activities, including use of computer systems
B. college or university course work in any curriculum
twelve (12) semester hours = six (6) months
twenty-four (24) semester hours = twelve (12) months
thirty-six (36) semester hours = eighteen (18) months
Specialty Factors (Additional Required Qualifications)
Education and Experience Preferred
List the knowledge, skills, and abilities critical to the performance of this position.
PERSONAL ATTRIBUTES NEEDED TO UNDERTAKE JOB
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.
M-F 8-4:30, nights and weekends as needed
Commensurate with experience, education, and internal equity; position includes a robust benefits package to eligible applicants.
Priority Review Date
Special Instructions to Applicants
The university will be closed for winter break from December 23 – January 4. We will continue to accept online applications during that time, however, your application will not be reviewed during that time. If you meet the minimum required qualifications, scheduling of testing will resume mid-January.
- This posting is a POOL posting, created to build a referral register for future opportunities.
- Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position, however, it will be converted to a full-time equivalency to determine combined length of experience.
- If you have education and/or training in excess of what is required, we encourage you to upload your unofficial transcripts.
- Please monitor your e-mail for further information regarding your application. Emails will be generated from email@example.com and CivilServiceTesting@niu.edu. Please add these emails to your address book to ensure timely delivery of any future communication.
- We STRONGLY recommend that contact information used in your online profile be personal use, not professional/work information: personal email address, home address, and phone numbers. The information you provide is used to make contact on search updates, department referrals and interviews, etc. We must be able to relay sensitive and important information in a way that protects your privacy concerning job search activity, now and in the future.
- ALL QUALIFIED CANDIDATES WILL BE SCHEDULED TO COME TO THE NIU DEKALB CAMPUS TO TAKE A STATE UNIVERSITIES CIVIL SERVICE EXAMINATION . At the time of testing, you will be required to present a photo ID. NOTE : If you have previously tested for this classification and wish to rewrite the exam to improve your score and register position, please contact the Civil Service Testing Office by the posting deadline.
- Click Office Support Associate for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
- Please click Human Resource Services – Benefits for detailed information about Northern Illinois University’s benefits package.
- Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.
- The Office Support Associate classification is part of the AFSCME Local 1890 union. Information regarding the Collective Bargaining Agreement can be found at Office Support Associate Local 1890 union
Link to Department Homepage
Civil Service Pool Positions
In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ancestry, sex, religion, age, physical and mental disability, marital status, veteran status, sexual orientation, gender identity, gender expression, political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.
The following person has been designated to handle inquiries regarding the non-discrimination policies:
Ethics and Compliance Officer, Title IX Coordinator
Health Services 230
Is Background Check Required
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person’s disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form . For further assistance, please contact the office of Affirmative Action, Equal Opportunity and Education ( AAEOE ) at firstname.lastname@example.org .
Clery Act Information
NIU provides information regarding campus security, personal and fire safety, including topics such as: crime prevention, emergency response procedures and crime reporting policies, in addition to crime and fire statistics for the most recent three calendar years. The Annual Security Report containing security and safety information is available at www.safety.niu.edu/clery or by contacting the University Police Department and Public Safety Department at 815-753-9628 to receive a hard copy. The Annual Fire Safety Report is available at www.niu.edu/clery/fire_report.pdf or by contacting the Environmental Health and Safety Department at 815-753-0404 to receive a hard copy.
Required fields are indicated with an asterisk (*).
- Resume/Curriculum Vitae
- Transcripts (unofficial with official required at hire)
- Transcripts #2 (unofficial with official required at hire)
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