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Accounting Specialist (2082)

Employer
Northern Illinois University
Location
Dekalb, Illinois, United States
Salary
Salary Not Specified
Date posted
Feb 28, 2024
Position Summary

The Accounting Specialist position performs accounts payable and disbursement duties which include but are not limited to: disbursement voucher processing, review and processing of invoices and reimbursements, assistance in the review of purchase requisitions, processing of weekly check cycles, and supports review of interagency journal transactions. This position ensures the accuracy of the recordkeeping system and assists with the annual 1099 process. The Accounting Specialist understands the NIU Foundation budget and investigates and resolves NIU Foundation budget errors and assists with spend analyses.

Essential Duties and Responsibilities

Check Cycle Oversight
  • Conducts weekly (or as needed) check cycles for approved vouchers.
  • Maintains budget tracking, including research on budget discrepancies.
  • Reconciles checks to voucher documentation.
  • Prepares positive pay file.
  • Ensures vouchers are filed and maintained in accordance with NIUF Retention Policy.
Disbursement Voucher Processing
  • Reviews and processes all invoices, reimbursements, payment advancements and purchase requisitions in accordance with applicable NIUF policies and procedures.
  • Ensures all required documentation and appropriate approvals, including multi-signature execution is provided and complete.
  • Works to submit accurate payments, including assistance with payment reconciliation, voidance and reissuance of checks, and oversight of stale check processes if and when applicable.
  • Manages new vendor setup process; obtains required vendor information and data for system entry.
Customer Service
  • Responds to and provides inquiry support for Divisional team members.
  • Represents the Financial Services department on various internal/external committees as required.
  • Assists with maintenance of Financial Services Department’s Policies and Procedures Manual.
Other Job-Related Duties as Assigned
  • Sorts and distributes incoming mail and prepare outgoing mail.
  • Provides general office and/or administrative support to the department, including meeting note taking.
  • Copies, files, updates and maintains departmental records.
  • Answers and routes incoming calls.
Minimum Required Qualifications (Civil Service)

1. High school diploma or equivalent.

AND :

2. Any one or combination totaling two (2) years (24 months) from the categories below:
A. Course work in accounting, as measured by the following conversion table or its proportional equivalent
  • 9 semester hours equals two (2) years (24 months)

B. 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)
  • Associate’s Degree (60 semester hours) equals eighteen (18) months
  • 90 semester hours equals two (2) years (24 months)

C. Previous professional experience in bookkeeping, office support, or closely related experience.

AND :

3. Two (2) years (24 months) work experience in bookkeeping, office support, or closely related experience.

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

Classification-Specific KSAs
  1. Knowledge above the rudimentary understanding of bookkeeping practices and procedures and accepted accounting principles.
  2. Knowledge of university and departmental policies, rules, and regulations.
  3. Knowledge of administrative and clerical procedures and systems such as word processing, spreadsheets, managing files and records, and other office procedures.
  4. Skill in active listening and critical thinking.
  5. Skill in time management.
  6. Skill in compilation of complex financial records and the preparation of routine financial reports or statements.
  7. Ability to communicate effectively as appropriate for the needs of the audience.
  8. Ability to make computations with speed and accuracy.
  9. Ability to work independently and exercise judgement.
  10. Ability to supervise, set priorities, establish management objectives, and schedule work assignments.


Position-Specific KSAs
  1. Ability to compare numbers and detect errors efficiently.


Specialty Factors (Civil Service)

N/A

Preferred Qualifications (Civil Service)
  • Previous experience in higher education or non-profit environment.
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. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand for long periods of time; walk; use fingers and hands to feel, grasp, operate or handle objects, tools, or controls; and reach with hands and arms. Must be able to lift and carry 20 lbs regularly.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

April 1, 2024

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Working Hours

M-F, 8:00 a.m. - 4:30 p.m., one-hour lunch

Salary

$39,000 annually

Hourly or Semi-monthly Pay Rate/Range

$20/hr

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 Specialist 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

Quick Link to Applicant

https://employment.niu.edu/postings/76648

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 Building Room 230
TitleIXCoordinator@niu.edu
815-753-9364

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. Certifications/Licensure #1
  4. Other

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Please rate the level of professional work experience serving as a lead worker and/or directing the day-to-day operations of the unit to which assigned.
    • 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 developing, recommending, interpreting and communicating operating policies and procedures.
    • 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 planning, organizing, assigning, and reviewing staff work.
    • 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 interviewing, training, and evaluating staff.
    • 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 establishing, modifying, and/or supervising the maintenance of record storage systems.
    • 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 the development of budgets and budget projections.
    • 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


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