Working Position Title Office Support Specialist (PART-TIME POSITION) (3931)
Classification Office Support Specialist
Position Number 00003931
Open Date 05/13/2024
Close Date 06/04/2024
Priority Review Date
Employee Class Staff
Full-Time/Part Time Part-Time
FTE .53 - 20 hours per week
Position Status Regular
FLSA Non-Exempt
Job code 3243
Union Representation Union
Union Code AFC - AFSCME C, Local #1890
Unit/Department N Ill Ctr Non-Profit Exc
College/Unit N Ill Ctr Non-Profit Exc
Division Outreach Engagemt Regl Dev Dv
Location SP 146
Link to Department Website or Custom Search Page https://www.niu.edu/nicne/index.shtml

Overview
Position Summary
Essential Duties and Responsibilities

• Provide administrative support for CEO and COO
• Answer and direct phone calls
• Schedule appointments/rooms and refreshments
• Print and compile needed materials
• Summarize program evaluation and community conversations
• Ensure efficient office processes
• Generate reports as requested
• Transcribe meeting notes
• Develop and maintain a filing system - occasional
• Order supplies and maintain supply inventory
• Coordinate office procedures occasional
• Make travel arrangements occasional
• Greet participants and guests
• Organize file systems occasional
• Respond to emails
• Draft correspondence, as requested
• Proofread newsletters and correspondence
• Collect and file W-9 forms occasional
• Participate in weekly staff meetings

• Update and maintain CRM database records
• Maintain Mailchimp lists

• Prepare and monitor invoices
• Make and track deposits
• Track Eventbrite and PayPal deposits
• Develop and maintain a payable tracking system
• Work with accounting partner to reconcile financial reports
• Collect and share audit materials with NICNE auditor, as directed

Minimum Required Qualifications (Civil Service)

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 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)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor's Degree (120 semester hours) equals three (3) years (36 months)

   2. Work experience performing office/clerical activities, including the use of computer systems.
3. One (1) year (12 months) of work experience comparable to the second level (Office Support Associate) of this series.

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

1. Excellent time management skills and ability to multi-task and prioritize work
2. Attention to detail and problem-solving skills
3. Communicate regularly with other staff and external members and nonprofit staff and leaders.
4. Deliver a high level of customer service for individual NICNE members and program participants.
5. Knowledge of office management systems and procedures
6. Excellent written and verbal communication skills
7. Strong organizational and planning skills
   
   
   
   

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.
13. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Specialty Factors (Civil Service)
Preferred Qualifications (Civil Service)

• Knowledge of QuickBooks desired
• Demonstrated admin or assistant experience
• Proficient in MS Office
• At least 4 years of experience in a related position

Minimum Required Qualifications (SPS)
Additional Requirements (SPS)
Preferred Qualifications (SPS)
Physical demands/requirements

• Sit at a desk for extended periods.
• Attend internal and external events/meetings, as requested.
• Use computers, printers, fax machines and other common office equipment.
• Small amount of travel may be required (i.e. making deposits, delivering materials, etc.).

Anticipated Appointment Start Date 6/1/2024
Anticipated Appointment End Date
Percent of Staff Year 1.00
Standard Hours Per Week 20
Working Hours Work hours between 8 - 4:30; evenings and weekends as needed
Salary $19,636.50 (53% FTE)
Hourly or Semi-monthly Pay Rate/Range $19.00 per hr
Earn Type Hourly

Application Procedure

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.

• 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.

• Click on Office Support 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/77793
Is Background Check Required? Yes
EEO Statement Summary
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.

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