Housing Representative (0339) (Extended)

Position Summary

This position assists in the Operations and Administration of the residential housing facilities.
Communicates with the Physical Plant, other departments, and outside contractors to assist in the maintenance of facilities and the completion of work requests. Maintains records and statistical data regarding work orders and prepares various reports and facility condition assessments for the department. Individual in this position works under the supervision of Assistant Director of Residential Facilities.

Essential Duties and Responsibilities

• Manages and coordinates the activities of the Work Request Office, which is a centralized processing center supported by a software database system that receives all housing and dining and Holmes student center work orders. Issues and evaluates routine work requests. Analyzes work orders for accuracy and makes decisions related to emergency situations, proper routing, and response. -30%

• Ensures that all emergency work requests are dispatched to the physical plant, heating plant, or other applicable university offices as quickly and accurately as possible. Follows up with Physical Plant leadership and shop foremen to ensure that work order requests have been received and proper follow up is taking place. Communicates to students, staff. and guests in Housing and Residential Services facilities when there is a scheduled and/or emergency disruption in utility services. Coordinates with the physical plant leadership and shop foremen to clarify work requests, follow-up on incomplete work requests and schedule routine maintenance work. Reviews outstanding work orders and seeks closure on all outstanding requests. Along with other Housing and Residential Services staff will review completed work order records to verify the accuracy of billing charges related to labor and materials. -20%

• Assists in coordinating the hiring, training, supervision, and evaluation of student, graduate student, and extra help staff. Schedules daily tasks for student and graduate student employees so that operations are efficient, and work requests are processed in a timely manner. Manages calendars, answers phones and emails, and helps coordinate correspondence related to the Work Request Office operations. -20%

• Coordinates maintenance and repair services with contracted vendors on various equipment, appliances, and furnishings within Housing and Residential Services facilities. Will review and issue material requisitions for Microfridge and vacuum repair parts. Coordinates with Refrigeration shop on needed repairs. -10%

• Coordinates and collaborates on annual inventory audit. Audits and maintains information regarding abandoned belongings and storage information. Coordinates donation and removal of unclaimed items, and coordinates annual donation program during spring semester move-out process. Performs billing process using the department housing management software system, to debit and credit transactions on student’s accounts related to facility restitution and fees. -5%

• Assist other staff with card access systems, key issuance, and key audit functions as needed. -5%

• Oversees the annual process for obtaining rented university vehicle for the department, including driver information, vehicle rental fees, mileage reporting and routing maintenance scheduling. -5%

• Performs other related duties as assigned. -5%

Minimum Required Qualifications (Civil Service)

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

• High School Diploma, GED, or equivalent.
• Any combination totaling two years from the following categories:
  • Housing, residential life, hospitality, business, or closely related work experiences.
  • College course work in Higher Education Administration, Student Personnel Administration, Hospitality Sciences, Business Sciences, Social or Behavioral Sciences, or related disciplines, as measured by the following conversion table or its proportional equivalent:
    • 30 semester hours equals six (6) months
    • 60 semester hours or Associate’s Degree equals one (1) year
    • 90 semester hours equals two (2) years
    • 120 semester hours or Bachelor’s Degree equals three (3) years
    • Master’s Degree or higher equals four (4) years

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

1. managerial abilities
2. ability to coordinate and complete several activities simultaneously
3. ability to communicate effectively with students, parents, university employees, landlords and the general public
4. ability to work with, counsel, and advise students, staff and the public
5. ability to compile routine statistical data and complete simple research projects
6. ability to write simple reports, routine procedures, and standard business correspondence
7. basic knowledge of office correspondence, business reports, record keeping, and bookkeeping or accounting practices
8. computer literate

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

Specialty Factors (Civil Service)

N/A

Preferred Qualifications (Civil Service)

N/A

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel, reach with hands and arms; talk and hear. The employee is occasionally required to stand, walk, and climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. The noise level in the work environment is usually high.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

3/20/2023

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Salary

$30,439.50/annual

Hourly or Semi-monthly Pay Rate/Range

$15.61/hour

Earn Type

Hourly

Application Procedure

Application Procedure

Application Procedure

Application Procedures:

• 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. Important: Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.
• If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.
• 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 position. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register.
• 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.
• Illinois residency required within 180 days of the hire date.

Credentials Assessment Examination:

• The examination for this position is a Credentials Assessment and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant’s/employee’s education, experience, and special credentials/qualifications (licenses, etc.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
• Required documentation noted in the posting, such as a driver’s license, licensures, or certifications MUST be uploaded with your application materials.
• After assessment 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.

Additional Details:

• Click on Housing Representative for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
• Please click on 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.

Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/69194

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. Resume/Curriculum Vitae
2. Cover Letter
3. Transcripts (unofficial with official required at hire)
4. List of at least 3 References

Optional Documents

1. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you currently a citizen or resident of the State of Illinois?
   • Yes
   • No
2. * How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
3. * 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)
   
   
4. * Have you attached all transcripts to support the degrees you are submitting for consideration?
   • Yes
   • No
5. * 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