Human Resource Representative - Students & Graduates (35495) - EXTENDED

Position Summary

Under direct supervision from the Human Resource Assistant Manager – Stuents & Graduates, the incumbent serves as a support resource to hiring departments in all matters relating to the processing of various employment documents related to Graduate Assistants and Student Worker employees. The position requires contact with internal and external hiring departments, agencies, employees, and other University personnel.

Essential Duties and Responsibilities

• Provides routine guidance and assistance to department, colleges, and divisions with processing the hiring paperwork for student employment and graduate assistantship positions. Determines if the student meets the criteria for employment, including but not limited to enrollment requirements, student status, competency in spoken English as required, GPA requirements and employment eligibility (I-9 Form). Creates student onboarding accounts and reviews paperwork for accuracy, including I-9 documents. Notifies applicants and departments of incorrect or incomplete information, as well as missing forms, and follows up in order to obtain documents. Enters excess hours and academic probation permit forms into the shared Excel worksheet. Enters data into the HRIS for new positions, position changes and funding changes. Cross checks data entry for accuracy for other staff. Maintains confidentiality of all sensitive personnel information.

• Answers general questions regarding employment. Answers routine inquiries that require knowledge of both internal (HR & NIU ) and external ( SUCSS, CMS, SURS, etc.) policies and procedures. Carries out the policies and procedures of the State Universities Civil Service System ( SUCSS ) relative to Civil Service Extra Help positions. Interprets and disseminates information from SUCSS statutes and rules as well as University policies and procedures. Implements new policy and procedural changes consistent with statutory requirements. Composes correspondence regarding procedure and policy changes as needed. Responds timely and corresponds with candidates, departments, colleges and divisions.

• As necessary, serves as a back-up to HRS Service Center. Assists with testing HRIS database and reviewing and analyzing related reports. Attends regular HR and team meetings.

• Performs other related duties as assigned.

Minimum Required Qualifications (Civil Service)

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. High school diploma or equivalent.
2. Any one or any combination totaling two (2) years (24 months) from the following categories below:
   1. course work in human resource administration, business administration or a closely related field, 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)
   2. progressively more responsible work experience maintaining, monitoring, and/or processing human resource records and reports.

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

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

1. Knowledge of principles and processes for providing customer service.
2. Knowledge of basic arithmetic, algebra, statistics, and their applications.
3. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
4. Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
5. Ability to communicate effectively for the needs of the audience.
6. Ability to perform repetitive duties and detailed work accurately.
7. Ability to work with frequent distractions.
8. Ability to work with electronic data processing hardware and software.
9. Ability to interpret work related documents, policies, and procedures.
10. Ability to process and handle confidential information with discretion.

Specialty Factors (Civil Service)

Preferred Qualifications (Civil Service)

• General Office experience
• Customer Service experience

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

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.

Physical demands/requirements

• Regular office related duties
• Ability to perform sedentary work involving sitting the majority of the time.
• Ability to effectively communicate on a daily basis.
• Ability to work for extended periods at computer workstation.
• Occasional lifting and moving items weighing up to 25 lbs.
• Hybrid remote work is possible.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

7/1/23

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Salary

$28,938.00/yr

Hourly or Semi-monthly Pay Rate/Range

14.84 per hour

Earn Type

Hourly

Application Procedure

Application Procedure

Application Procedure

Additional Position Details:

• Click on Human Resource 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.

• Out-of-state candidates must establish Illinois residency within 180 calendar days after start date.

• 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.

Application Review Details:

• 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. 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.

• 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.

Exam Details:

• The Civil Service examination for this classification 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.). 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.

• 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 at least the top three (3) scores will be referred to the hiring department for interview.

Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/71591

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
3. List of at least 3 References

Optional Documents

1. Transcripts (unofficial with official required at hire)
2. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
3. Other

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. Please mark all the completed degrees which you hold. Please remember to upload your unofficial transcript for all that have been marked.
   • Associate's Degree
   • Bachelor's Degree
   • Master's Degree or higher
2. * How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
3. * Are you currently a citizen or resident of the State of Illinois?
   • Yes
   • No
4. * 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