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Office Support Associate NIU Naperville (37581)

Employer
Northern Illinois University
Location
Illinois, United States
Salary
Salary Not Specified
Date posted
Feb 22, 2024
Position Summary

POSITION IS LOCATED AT NIU NAPERVILLE

Provide general office support functions required for the Illinois Board of Examiners (lLBOE). These duties require extensive knowledge of the activities of the office, programs, policies and procedures of the llBOE. IlBOE is responsible for evaluating, testing and certifying all Certified Illinois Public Accountants.

Essential Duties and Responsibilities

Customer contact/data maintenance- 45%
  • Receives, investigates and answers domestic and international candidate questions and resolves issues via phone, email and in person.
  • Uses Microsoft Word, Excel, Publisher and Outlook in addition to specific ILBOE programs (Versa Regulation, Gateway and various Access programs).
  • Downloads evaluation applications, test applications, and change of address forms from related Outlook inboxes.
  • Processes applications for evaluation and testing by saving data to the appropriate database, creating the related folder, and compiling the relevant paperwork.
  • Downloads transcripts from the related Outlook inbox, enters the candidate information into the Access Transcript database, and matches the transcript with the candidate’s folder
Candidate communications- 25%
  • Generates formal outgoing correspondence for candidates with approvals, provisional approvals, deficiencies, denials, fees due, and approved initial examination applications.
  • Processes from Outlook candidate requests including Change of Name, Address & Email, Default ID and Password, Fee Receipts, Courses in Progress and Special Accommodations.
Administration- 25%
  • Processes checks or money orders received for candidates seeking Verification of Certification, Pre-Evaluation, and Duplicate Certificates. Completes these services as appropriate to the request.
  • Maintains evaluation, CBT, general, provisional, pre-evaluation, total transfer of credit, IQEX, no VR and new works systems daily.
  • Files all correspondence and candidate folders in the assigned area of the office.
  • Copies, stuffs envelopes, and mails paper score notices to candidates.
  • Processes incoming mail and returned mail by forwarding to appropriate staff
Other related duties as assigned- 5%

Minimum Required Qualifications (Civil Service)

  1. High school diploma or equivalent.
  2. Any one or combination totaling eighteen (18) months from the categories below:
    1. College coursework in any curriculum 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)
    2. Work experience performing office/clerical activities, including the use of computer systems.


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

Classification-Specific Knowledge, Skills, and Abilities (KSAs):
  1. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
  2. 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.
  3. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  4. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
  5. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
  6. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
  7. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
  8. Ability to understand written sentences and paragraphs in work related documents.
  9. 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).
  10. Ability to apply general rules to specific problems to produce answers that make sense.
  11. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  12. Ability to choose the right mathematical methods or formulas to solve a problem.



Position-Specific Knowledge, Skills, and Abilities (KSAs):
  1. Excellent verbal & written communication and well-developed organizational skills.
  2. Competency in use of Windows programs as well as VERSA : Regulation (VR), NASBA Gateway and various in-house Access programs.
  3. The ability to multi-task and follow oral and written instructions with particular attention to detail is required.
  4. The individual must be willing and able to interact and work effectively with supervisors, staff and the public in a cooperative, professional and harmonious way.
  5. The candidate should be detail-oriented and organized.


Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

None

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements
  • Regular office related duties
  • Sitting for extended periods of time
  • Using computer/electronic equipment for extended periods of time
  • Occasional lifting and moving items weighing up to 25 lbs.
Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

03/1/2024

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Working Hours

8:00 - 4:30 Monday - Friday

Salary

$33,150 - $37,050/annual

Hourly or Semi-monthly Pay Rate/Range

$17.00 - $19.00/hour

Earn Type

Hourly

Application Procedure

Application Procedure

Application Procedure

Application 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. 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
  • 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 Office Support Associate 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.
  • 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.
Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/76517

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

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have specific work experience screening calls and visitors for a department/unit; determining needs and personally handling routine inquiries, requests, or problems; maintaining office area including keeping displays, bulletin boards, and electronic message boards up-to-date; reviewing department/unit incoming mail, responding to routine items and distributing the remainder to other appropriate staff?
    • No work experience directly related to the job function described.
    • My work experience relevant to the job function described was performed under guidance.
    • My work experience relevant to the job function described was 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 résumé. (“See Résumé” is not an acceptable response.)

    (Open Ended Question)

  3. * Do you have specific work experience maintaining a calendar(s) for a designated member(s) of the unit staff, scheduling meetings, and appointments when given general instruction and making changes as needed; apprising a designated member(s) of the unit staff of upcoming events and gathering related information/materials; making travel arrangements from a predetermined schedule, creating agendas, attending meetings, transcribing and distributing meeting minutes and agendas to participants?
    • No work experience directly related to the job function described.
    • My work experience relevant to the job function described was performed under guidance.
    • My work experience relevant to the job function described was 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. * Do you have specific work experience creating, updating, revising, and retrieving files, records, and department contacts/LISTSERVs, responsibility for maintaining adequate, accurate, and accessible information, including confidential materials?
    • No work experience directly related to the job function described.
    • My work experience relevant to the job function described was performed under guidance.
    • My work experience relevant to the job function described was 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 résumé. (“See Résumé” is not an acceptable response.)

    (Open Ended Question)

  7. * Do you have specific work experience tracking, orders, receiving, and distributing office supplies; billing, receiving, and recording payments; preparing receipts and deposits; maintaining records of unit fiscal transactions?
    • No work experience directly related to the job function described.
    • My work experience relevant to the job function described was performed under guidance.
    • My work experience relevant to the job function described was 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 résumé. (“See Résumé” is not an acceptable response)

    (Open Ended Question)

  9. * Do you have specific work experience experience collecting, compiling, and organizing information for recurring reports and composing brief, narrative reports with responsibility for accurately stating factual information gathered from several readily available sources?
    • No work experience directly related to the job function described.
    • My work experience relevant to the job function described was performed under guidance.
    • My work experience relevant to the job function described was 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 résumé. (“See Résumé” is not an acceptable response)

    (Open Ended Question)

  11. * Do you have specific work experience assigning and reviewing work performed by other office or administrative employees of the same or lower level; collecting student assignments or proctors exams in absence of faculty?
    • No work experience directly related to the job function described.
    • My work experience relevant to the job function described was performed under guidance.
    • My work experience relevant to the job function described was 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 résumé. (“See Résumé” is not an acceptable response)

    (Open Ended Question)

  13. * Do you have specific work experience assisting with periodic inventory checks and/or updates; assisting with payroll records submissions and various human resource activities and procedures?
    • No work experience directly related to the job function described.
    • My work experience relevant to the job function described was performed under guidance.
    • My work experience relevant to the job function described was performed independently.
  14. * 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)

  15. * Have you attached all transcripts to support the degrees you are submitting for consideration?
    • Yes
    • No
  16. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+
  17. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
  18. * 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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