Office Manager (2629)

Position Summary

10-month position (Aug 1-May 31); actual start and end dates may vary on academic calendar.

This position works under the direction of the Director of Residential Operations and supports the Residential Managers. Essential responsibilities of this position include administrative support to the Director of Residential Operations and Managers, dealing with highly confidential and sensitive issues. This position supports the daily operations of the Residential Dining Operations Office located in Neptune and is responsible for student hiring, payroll, and reports.

Essential Duties and Responsibilities

Personnel and Payroll Activities – 35%

• Updates time keeping system.
• Determines accuracy of information manually entered into systems records.
• Assures payroll deadlines are met.
• Makes certain all employees have a timecard and informs central office of missing timecards.
• Verifies employee’s agreement of hours worked and benefit usage to be entered on payroll timecards.
• Prepares timecards.
• Maintains compensatory time records.
• Maintains records of receipt and distribution of paychecks to employees.

Office Management – 30%

• Maintains and organizes all records and reports.
• Prepares monthly report, monthly meal report, meal counts, and weekly meal usage report.
• Prepares forms-central stores, purchase requests, sales invoices, office supplies, AVO’s, work orders, etc.
• Prepares journal vouchers.
• Prepares and distributes layoff notices to employees.

Coordination and Support – 15%

• Coordinate the workflow of the Residential Dining Office. Handle inquires and respond to concerns and request for information.
• Serve as a resource to departments and other constituents on Dining policy and practice.
• Positively support decisions and activities that achieve departmental goals and objectives.
• Provide assistance and support in managing timelines and completing various projects and programs in cooperation with other areas of the Dining and departments on campus.
• Coordinate, attend, participate in, and prepare agenda or minutes for various meetings, as needed, or assigned.
• Work collaboratively with other campus partners to support their events and activities.

Clerical – 15%

• Maintains confidentiality.
• Answers telephones, relaying and transferring calls and messages in accordance with university and department policies.
• Types and duplicates, and files.
• Assists in personnel replacements due to absences.
• Distributes all incoming and outgoing mail.
• Issues, records, and assigns employee’s keys and lockers.
• Maintains updated employee’s emergency numbers and information. Notify central office of all changes.

Miscellaneous – 5%

• Perform related duties as assigned.

Minimum Required Qualifications (Civil Service)

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the Office Support Specialist classification.

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

1. Knowledge of administrative and administrative 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.
13. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

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.
• While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts.
• The noise level in the work environment is usually moderate.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

11/01/2024

Anticipated Appointment End Date

Percent of Staff Year

0.75

Standard Hours Per Week

37.50

Working Hours

Monday - Friday, 8am-4:30pm; some nights and weekends as needed

Salary

Starting at $17.00/hour; NIU offers a robust benefits package.

Hourly or Semi-monthly Pay Rate/Range

See above.

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 Office Manager 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/80400

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, ethnicity, color, national origin, ancestry, sex, religion, age, disability (physical and mental), marital status, veteran status, sexual orientation, gender (identity and 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
815-753-5560

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 Security and Fire Safety Report .
Contact the Ethics and Compliance Office at 815-753-9364 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. * Are you currently a citizen or resident of the State of Illinois?
   • Yes
   • No
2. * What is the highest level of education attained?
   • GED
   • High School Diploma
   • Associates Degree
   • Bachelors Degree
   • Masters Degree
   • PHD
3. * Have you attached all transcripts to support the degrees you are submitting for consideration?
   • Yes
   • No
4. * How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
5. * 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)
   
   
6. * 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