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Customer Service Assistant

Employer
Northern Illinois University
Location
Illinois, United States
Salary
Salary Not Specified
Date posted
Aug 8, 2022
Position Summary

The primary responsibility of this position is in the area of Commercial Accounts Receivable. This position processes invoices, maintains current customer accounts, prepares payments and uses departmental knowledge to assist with customer inquiries. This position requires a strong customer service background, basic accounting skillset, and possess experience using a computerized financial system.

Essential Duties and Responsibilities
  • Provide customer service to outside vendors, staff and NIU departments by phone, in person, or electronically.
  • Answer routine inquiries from customers to clarify invoices, statements, and account past due notices aligning with current policies and procedures.
  • Apply quality controls and comprehensive knowledge about Commercial Accounts Receivable activities to identify discrepancies and resolve them in a timely manner.
  • Provide back-up assistance with reconciliation and business-related activities to ensure Commercial Accounts Receivable daily operational needs are met.
  • Prepare and enter new invoice requests from departments that do not have access to the Financial Management System ( FMS ).
  • Maintain internal hotlist as a tool to ensure account status and readiness for billing.
  • Verify pending invoices from departments that have access to enter charges in FMS and approve them for processing.
  • Backup for generating and distributing finalized invoices.
  • Create and maintain current customer information in FMS .
  • Prepare daily payments for cashiering deposit(s).
  • Verifies and posts the deposit(s).
  • Reconcile and run payment reports.
  • Maintain departmental filing.
  • Assist with the collection processes.
  • Perform other duties as assigned by Accountant I supervisor/Associate Bursar.
Minimum Required Qualifications (Civil Service)

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
  1. High school diploma or equivalent.
  2. Any one or combination totaling eighteen (18) months from the following categories:
    1. college coursework in any discipline 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)
    2. responsible work experience in customer services, public relations, office administration, business and financial operations, healthcare administration or other closely related experience

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)
  1. Knowledge of principles and processes for providing customer and personal services.
  2. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  3. Knowledge of clerical and office procedures and systems such as word processing, spreadsheet software, managing files and records, designing forms, and managing inventory.
  4. Skill in understanding written sentences and paragraphs in work-related documents.
  5. Skill in managing one’s own time and the time of others.
  6. Ability to communicate information and ideas in speaking so others will understand.
  7. Ability to listen to and understand information and ideas presented through spoken words and sentences.


Specialty Factors (Civil Service)

This employee should have exceptional customer service skills, be detail-oriented and display a high degree of integrity. They should possess a mathematical ability, effective technology skills and the ability to analyze accounts and make competent decisions. This position must maintain a good working relationship with commercial customers and various departments within the university.

Preferred Qualifications (Civil Service)
  • Bachelors Degree
  • Two (2) years experience in customer services, public relations, office administration, business and financial operations, healthcare administration or other closely related experience
Minimum Required Qualifications (SPS)

Additional Requirements (SPS)

Preferred Qualifications (SPS)

Physical demands/requirements

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard hours

37.50

Hourly Rate or Semi-monthly Pay Rate

Hiring Rate/Range

$15.98 ($31,161/annual)

Earn Type

H

Application Procedure

Application Procedure

Application Procedure
  • 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.
  • Out-of-state candidates must establish Illinois residency within 180 calendar days after start date.
  • If you have education and/or training in excess of what is required, we encourage you to upload those 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 that 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.
  • The exam format for this position is a Credentials Assessment. A Credentials Assessment is a rating by the Human Resources Office of an applicant’s/employee’s education, experience and special credentials/qualifications (licenses, etc.). In order to determine an appropriate rating for each examination, a review of a résumé, cover letter, university/agency official employment application, college transcript, copies of license/certification and any other relevant material may be required.
  • Additional required documentation noted in the posting, such as a driver’s license, licensures, or certifications MUST be uploaded with your application materials.
  • 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 (3) scores will be referred to the hiring department for interview.
  • Click on Customer Service Assistant for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
  • 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.
Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/65347

Is Background Check Required?

Yes

EEO Statement Summary

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

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 and Equal Opportunity ( AAEO ) at ada@niu.edu .

Safety Information

NIU provides annual reports on campus security and fire safety. Read the Annual Safety and Security Report. Contact the Ethics and Compliance Office at 815-753-1649 for a hard copy.
Read the Fire Safety Report. Contact the Department of Environmental Health and Safety at 815-753-0404 for a hard copy.
Applicant Documents
Required Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
Optional Documents
  1. Transcripts (unofficial with official required at hire)
  2. Transcripts #2 (unofficial with official required at hire)
  3. Transcripts #3 (unofficial with official required at hire)
  4. Certifications/Licensure #1
  5. Other
  6. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What is the highest level of education that you have earned?
    • High School/GED
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • Doctoral Degree
  2. * Have you attached all transcripts to support the degrees you are submitting for consideration?
    • Yes
    • No
  3. * Please rate your level of professional work experience in customer services, public relations, office administration, business and financial operations, healthcare administration or other closely related experience.
    • Work experience not directly related to the job function described
    • Work experience at a minimum level of competency relevant to the job function described, requiring some assistance and guidance.
    • Work experience at a high level of competency relevant to the job function described, performed independently.
  4. * 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)

  5. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
  6. * If applicable, have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veterans Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
    • Yes
    • No
    • Not Applicable


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