Office Administrator

Primary Function

The individual in this position performs essential duties related to the administration of departmental work functions. The duties performed require knowledge of the organization, programs, policies and procedures of the institution. Assignments may come from the Coordinator of Parking and Traffic or may be the result of problems that occur in the course of administering existing policies. Independent decision making, along with the skills to set critical priorities, is essential in this position. Flexibility is also critical when unexpected situations arise that need immediate resolution.

This position reports to and works under the general direction of the Coordinator of Parking and Traffic. The incumbent makes independent decisions and judgments regarding methods of performing duties and prioritizes tasks to be done. The incumbent will also assist other Campus Services areas as needed.
Duties and Responsibilities (generally)

The individual in this position must respect and maintain the sensitive and confidential nature of the department’s activities and files. The individual in this position must also maintain excellent customer service relations and be able to apply general procedures to unusual situations. The incumbent has access to working cash funds, departmental deposits, and parking permits which are of value. He or she should use due diligence in handling university assets so that reasonable protection is provided to those assets at all times. No funds are to be left unattended and unsecured.

This person must possess a comprehensive understanding of Campus Parking Services’ policies, procedures, rules, and regulations, as well as those of the University. The individual is required to have an understanding of how to engage in effective mediation, facilitation, negotiation, and de-escalation activities.

The person working in this position works under parameters established by significant policies, procedures, rules, and regulations. The need for autonomy makes reliance upon these edicts a necessary part of the job.

The incumbent comes into contact with a variety of people everyday. The position is expected to interact with students, faculty, staff and visitors throughout the course of his or her daily activities. Campus Parking Services personnel must have the ability to effectively communicate with these people. The enforcement of parking rules and regulations has the potential to create conflict and stress. The incumbent must be able to diffuse volatile situations and not allow stress to negatively influence good judgment.

The incumbent will also assist other Campus Services areas as needed.
Minimum Required Qualifications for this position

1. High school graduation or equivalent
2. Any one or any combination totaling 1.0 unit of the following:
a) Four (4) years (48 months) of work experience comparable to the third level of this series = 1.0 unit
b) Two (2) years (24 months) of work experience comparable to the fourth level of this series = 1.0 unit

Note: Amounts of experience or training less than those listed above should be converted to decimal equivalents of 1.0 unit and added together when computing combinations of the different types of preparation.
Specialty Factors (Additional Required Qualifications)

NA
Education and Experience Preferred

Demonstrated experience in financial analysis; procedure development; cash handling; research skills; report preparation using MS Office applications; parking operation experience; customer service oriented.
List the knowledge, skills, and abilities critical to the performance of this position.

1. Knowledge of principles and procedures for personnel information systems.
2. Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
3. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
4. 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.
5. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
6. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
7. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
8. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
9. Skill in decision making by considering the relative costs and benefits of potential actions to choose the most appropriate one.
10. Ability to understand written sentences and paragraphs in work related documents.
11. 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).
12. Ability to apply general rules to specific problems to produce answers that make sense.
13. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
14. Ability to choose the right mathematical methods or formulas to solve a problem.
15. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.
Working Hours
M-F 7:30am - 4:00pm
Minimum Pay Rate (Hourly or Monthly)
$14.26 /hr
Hiring Rate Information

Actual hiring rate is commensurate with experience, education, and internal equity; position includes a robust benefits package to eligible applicants.

Posting Date
07/21/2021
Closing Date
08/01/2021
Priority Review Date

Special Instructions to Applicants

• 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.

• After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this particular position.

• Please monitor your e-mail for further information regarding your application. Emails will be generated from jobs@niu.edu 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 CivilServiceTesting@niu.edu with Office Administrator 3719 in the subject line by the posting deadline.
  
  
• Required documentation noted in the posting such as driver’s license, licensures, or certifications MUST be presented at the time of examination.

• If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application in order to receive the maximum eligible points on the Civil Service examination.

• After testing of all qualified applicants has been completed for this position, the names with the top three scores will be referred to the hiring department for interview.

• Click on Office Administrator 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.

Link to Department Homepage
https://www.niu.edu/parking/
Physical Demands

Sitting for long periods of time.
EEO Statement

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
TitleIXCoordinator@niu.edu
815-753-5560
Is Background Check Required
Yes
Visa Policy

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.

ADA Accommodation

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 ada@niu.edu .

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.

Quick Link
https://employment.niu.edu/postings/58017
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Please specify the years of work experience involving administrative support work (experience that supports the day-to-day operations of an office or organization) or supervising employee(s) or student(s) or project management experience.
   • Less than 1 year
   • 1-2 years
   • 2-3 years
   • More than 3 years
2. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or résumé. (“See Résumé” is not an acceptable response.)
   
   (Open Ended Question)
   
   

Applicant Documents
Required Documents

1. Resume/Curriculum Vitae
2. List of References

Optional Documents

1. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
2. Cover Letter
3. Other