Office Support Specialist - Dekalb, United States - Northern Illinois University

Description

Posted: 27-Oct-23

Location: DeKalb, Illinois

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 74630

Full-Time/Part Time: Full-Time

Overview:

The Lorado Taft Field Campus is Northern Illinois University's outdoor education and conference center and is located just north of Oregon, Illinois. Adjacent to Lowden State Park and on the bluffs overlooking the Rock River, the campus includes approximately 140 wooded acres, lodging and dining facilities, and various spaces for inspiration and learning in the outdoors.

Position Summary:

This position works out of our Lorado Taft Campus in Oregon, IL
The Office Support Specialist performs the administrative functions of the Lorado Taft Field Campus programs and facilities. This includes managing the main office, performing clerical duties for the director and department heads, acting as receptionist and switchboard operator, managing payable and receivable accounts, and record keeping, among other responsibilities.

Essential Duties and Responsibilities:

Clerical assistance in the coordination of campus department activities

• Maintain and distribute virtual and hard-copied campus activity calendars.
• Maintain records of state vehicle use, including scheduling use of the vehicle and keeping and submitting the required records and reports for NIU's transportation services.
• Assist the campus director/outdoor education coordinator in the scheduling and contracting of schools in the outdoor education program. This includes maintaining a database of information on all attending schools, emailing and receiving interest questionnaires annually, preparing and sending out contracts, and receiving and maintaining contracts along with the required billing and insurance documents.
• Prepare and submit required monthly documentation of campus participant numbers to insurance company.
• Prepare annual report of outdoor education and conference guest participation numbers.
• Assist the Taft Campus nurse with creating and distributing information and documents. Mail health forms and reminder letters to schools.

Clerical assistance in financial management

• Prepare invoices for all client groups based on participation numbers provided by the Special Events Facilitator and Outdoor Education Coordinators and submit to NIU's accounts receivables office.
• Create open orders and check requests for goods and services purchased for campus facilities and programs into P2PO, NIU's purchase requisition workflow portal. Submit invoices for payment.
• Prepare and make deposits of monies collected from gift shop sales and from conference group deposits to NIU Bursar.

Clerical assistance in personnel related tasks

• Assist department heads in preparing virtual and hard-copied paperwork for hiring campus faculty and staff. Submit information to perform background checks on new employees.
• Maintain personnel files.
• Collect all timesheets and benefit usage forms and review for accuracy. Prepare payroll summaries and benefit summaries and submit to NIU's payroll office.

Office management and reception

• Ensure office equipment is operational and office supplies are stocked.
• Create, update, and order business forms, staff business cards, student health forms, name badges, etc.
• Create and maintain organization systems for all office supplies and documents.
• Organize and label staff mailboxes.
• Greet guests and staff who visit the office and assist in meeting their needs.
• Answer incoming calls and assist the callers in meeting their needs.
• Manage the switchboard system to appropriately answer and route calls.
• Use office machines including computer and printer/copier/scanner/fax to perform clerical duties and other responsibilities of the job.
• Prepare outgoing USPS and intercampus mail. Deliver outgoing mail to NIU's mail services facility. Pick up mail from NIU and from local post office.

Gift shop management

• Order, receive, inventory, and store items sold in the office gift shop.
• Sell items to guests in the office and package items for teachers or conference leaders to sell elsewhere on campus.
• Responsible for a working cash box for office and gift shop sales.

Specialty Factors (Civil Service):

N/A

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:
A. 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)

B. 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 of this series.

Minimum Required Qualifications (SPS):

N/A

Salary: $27,300-30,225 annually

Application Procedure:

Required Procedures:

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 Support Specialist for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing 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.

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

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About Northern Illinois University
Northern Illinois University's vision is to be an engine for innovation to advance social mobility; promote personal, professional and intellectual growth; and transform the world through research, artistry, teaching and outreach.The mission of Northern Illinois University is to empower students through educational excellence and experiential learning as we pursue knowledge, share our research and artistry, and engage communities for the benefit of the region, state, nation and world.
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