Accounting Assistant - Athletics Business Office (3681)

Position Summary

Under the general supervision of the Associate Athletic Director, this position will maintain fiscal records, process-related paperwork and assist in compiling reports for assigned areas and cost centers.

Essential Duties and Responsibilities

Fiscal Reconciliations

• Responsible for quarterly reconciliation of assigned sports budgets.
• Examines accounting records, financial statements, or other financial reports to assess accuracy, completeness, and conformance to reporting and procedural standards.
• Quarterly meetings with assigned sports/units supervisor/head coach, sport administrator, Associate AD/ ABO, and the Sr. Associate AD/HR and Finance Administration.
• Management and upkeep of financial database entries for assigned sports/units and P-Card reconciliations for assigned sports/units.

Purchase Orders & Invoice Payments

• Responsible for Purchase Order submissions for assigned sports/units.
• Liaison to Accounts Payable, Procurement, and Office of General Council as required for assigned sports/units.
• Responsible for OnBase invoice processing of assigned sports/units to include PO submissions, department approvals, and payment processing.

Expense Reimbursements

• Responsible for travel expense reimbursements, to include the review of submissions and executing the sign off process.
• Follow up with staff to complete the travel reconciliations.
• Upon presentation of receipts and pertinent data from traveler, obtain authorized signatures and forward in a timely fashion in order to assure proper deadlines are met in the general accounting office and clearance of outstanding obligations in cost centers.
• Review vouchers for team travel and recruiting when appropriate.
• Create check requests for NIU Athletics employee’s personal reimbursements.

Transportation Requests

• Responsible for transportation requests for assigned sports working with NIU Transportation, as required, to process requests and follow up with staff to complete or reconcile any issues that arise.

Departmental needs

• Other duties as assigned to include filing, cash handling of $1,000 – $5,000 monthly, and greeting office patrons.

Minimum Required Qualifications (Civil Service)

1. High school diploma or equivalent.
2. Any one or combination totaling one (1) year (12 months) from the categories below:
   1. Course work in accounting, as measured by the following conversion table or its proportional equivalent:
      • 6 semester hours equals one (1) year (12 months)
   2. Course work in any discipline as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
   3. Work experience in bookkeeping, office support, or closely related experience.

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

Class Specific KSAs

1. Knowledge of the application of basic bookkeeping methods and procedures.
2. Knowledge of administrative and clerical procedures and systems such as word processing, spreadsheets, managing files and records, and other office procedures;
3. Skill in active listening and critical thinking.
4. Skill in time management.
5. Ability to communicate effectively as appropriate for the needs of the audience.
6. Ability to compare numbers and detect errors efficiently.
7. Ability to compile complex financial information.
8. Ability to make computations with speed and accuracy.
9. Ability to work independently and exercise good judgment.
10. Ability to make decisions in accordance with university and departmental policies, rules, and regulations.
    
    

Position Specific KSAs

1. Computer knowledge (Working knowledge of computers, computer systems, and accounting software)
2. Teamwork (Ability to work well with others)
3. Customer service orientation (Ability to assess customer needs, meet quality standards for service, and evaluate customer satisfaction)
4. Ability to operate office accounting machines and equipment
5. Written composition (Ability to compose complex written material; knowledge of grammar and punctuation, spelling, etc.)

Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

• Minimum one year accounting experience, preferably with a DI, DII, or DIII institution.

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

Sitting for extended period of time.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

3/16/24

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Working Hours

Mon-Fri, 8am-4:30pm, one hour lunch; potential summer remote options

Salary

$31,200.00-$33,150.00/anually

Hourly or Semi-monthly Pay Rate/Range

$16.00-$17.00/hourly

Earn Type

Hourly

Application Procedure

Application Procedure

Application Procedure

Required Procedures:

1. 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.
2. 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.
3. 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.
4. Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.

• 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 Accounting Assistant for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
  • Applicants who may assume they do not meet the exact minimum qualifications are still invited to apply. Within the application documents, applicants should be sure to explain how their credentials and related qualifications address the requested minimum 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

Resume
Cover Letter
Reference List

Quick Link to Applicant

https://employment.niu.edu/postings/76390

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. List of References

Optional Documents

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

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Please rate the level of professional work experience verifying information; reviewing vouchers, requisitions, purchase orders, and other transaction documents for completeness, accuracy, availability of funds, appropriateness of transaction, and conformity to policies, procedures, and/or contractual agreements.
   • 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.
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 resume.
   
   (Open Ended Question)
   
   
3. * Please rate the level of professional work experience correcting transaction documents, which required revision of other documents or entries as well as the original; initiating other actions.
   • 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 resume.
   
   (Open Ended Question)
   
   
5. * Please rate the level of professional work experience coding documents that require knowledge in determining the proper classification of expenditure codes.
   • 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.
6. * 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 resume.
   
   (Open Ended Question)
   
   
7. * Please rate the level of professional work experience preparing statements and reports that require computations (such as totals, sub-totals, or balances) and utilization from a variety of sources; posting financial information to journals, registers, and ledgers; entering, storing, and retrieving data; compiling and submitting departmental information for recordkeeping and/or reporting.
   • 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.
8. * 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 resume.
   
   (Open Ended Question)
   
   
9. * Please rate the level of professional work experience processing payments; ordering and inventorying supplies; and tracking orders and payments.
   • 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.
10. * 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 resume.
    
    (Open Ended Question)
    
    
11. * Please rate the level of professional work experience assisting in budgetary control by monitoring budgets and originating or verifying adjustments and transfers.
    • 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.
12. * 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 resume.
    
    (Open Ended Question)
    
    
13. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
14. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
15. * Have you attached all transcripts to support the degrees you are submitting for consideration?
    • Yes
    • No
16. * 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