Administrative Assistant (3812)

Northern Valley Indian Health; DeKalb (IL); On-site; USD 42,000 - 62,000; Full time

Job summary

Northern Illinois University is seeking a role that supports Parking Services, Materials Management, and Transportation with administrative, financial, technology, and customer service duties. The position requires independent prioritization, attention to university assets, and flexibility for rapid resolution of issues.

Responsibilities include aiding in software testing for parking, assisting auditors, revising procedures, supervising office staff, and overseeing payroll and HR processes

Qualifications

• Knowledge of communicating with supervisors, peers, or subordinates via multiple channels.
• Proficiency with computers and data entry across systems.
• Experience with accounting, scheduling, ERP, word processing, and spreadsheets.
• Administrative task handling and documentation.
• Ability to obtain information from relevant sources.
• Ability to establish interpersonal relationships.

Responsibilities

• Directs and coordinates administrative support for Parking Operations, including refunds, license plate data, and AR billing.
• Oversees budget, payroll, and HR processes for Parking Services; coordinates with business manager for P-Card purchases.

Skills

Communicating with Supervisors, Peers,

Communications via telephone/email

Computer Skills

Accounting, Calendar/Scheduling, ERP,

Administrative Tasks

Data/Information Gathering

Education

High school graduation or equivalent

Tools

ERP systems

Spreadsheet software

Job description

Find your Career at Northern Illinois University!

Link to Department Website or Custom Search Page

Position Summary, Requirements, and Qualifications

Position Summary, Requirements, and Qualifications

Overview

Northern Illinois University is a world-class, research-focused public institution that attracts students from across Illinois, the country and the world. NIU’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. Our mission 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.

Position Summary

Under the general supervision of Director of Campus Services, this position performs specific administrative, financial, technology support and customer service duties directly connected with Parking Services, Materials Management, and Transportation. Independent decision making, with the skills to set critical priorities is essential in this position. Flexibility is critical when unexpected situations occur that need immediate resolution. This position is a support role for the entire department. This position must use due diligence in handling university assets so that reasonable protection is provided to those assets at all times.

Essential Duties and Responsibilities

Parking Operations Support

• Directs and coordinates all administrative support functions of the unit, to include maintaining tow list, unpaid permit reports, processing refunds or exchanges.
• Primarily responsible for importing and exporting license plate information through the Secretary of State, finding affiliations, and researching extensively as needed for additional information.
• Holds full responsibility for Accounts Receivable billings, including former students processing invoices, and accurately retaining data associated with these accounts.
• Directs and coordinates program budget and financial management support.
• Directs and coordinates daily reconciliation process, creating separation of duties.
• Start/stop payroll deduction authorizations via HR payroll deductions reports and review permit purchases.
• Work with business manager on P-Card purchases and invoice payments as needed (backup to business manager).

Support and Office Coordination

• Works in tandem, or alone, with Director to do software testing for parking system as needed, as well as coordinate updates with DoIT staff when needed.
• Assists auditors with data collection and information requests.
• Establish, review, and revise departmental procedures at request of Director as necessary.
• Supervises Parking Services Office Administrator and backup Transportation Office Administrator.
• Oversees Parking department payroll and benefits, oversee HR processes in PeopleAdmin and PeopleSoft for all areas under Campus Services.

Parking Enforcement Duties

• Assists with occasional monitoring of university properties for compliance with university parking regulations on foot or by motor vehicle and enforcing University parking rules and regulations fairly and impartially. Enforcement is done through a comprehensive knowledge of the University’s parking rules and regulations and the department’s philosophy towards their application to include the issuance of warnings and parking tickets. License Plate Recognition technology is used for enforcement and data collection purposes.
• Coordinating the removal of unlawfully parked motor vehicles in accordance with established policies and procedures.
• Answer phones, emails and voice messages.
• Attend/run meetings on behalf of the Director as needed/requested.
• Open and/or close office each day based on departmental needs.
• Perform miscellaneous, related duties as assigned

Minimum Required Qualifications (Civil Service)

• High school graduation or equivalent
• Any one or any combination totaling five (5) years (60 months) from the following categories:
  • college coursework in business, finance, accounting or a related field:
    • 60 semester hours or an Associate’s degree equals one (1) year (12 months)
    • 90 semester hours equals two (2) years (24 months)
    • 120 semester hours or a Bachelor’s degree equals three (3) years (36 months)
    • Master’s degree or higher equals four (4) years (48 months)
  • progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles
• As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.

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

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

1. Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e‑mail, or in person.
2. Computer Skills — Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
3. Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
4. Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
5. Obtaining Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
6. Establishing and Maintaining Interpersonal Relationships — Developing constructive