Administrative Assistant (3812)

Position Information

Posting Detail Information

Working Position Title Administrative Assistant (3812) Classification Administrative Assistant Position Number 00003812 Open Date 09/04/2026 Close Date 09/21/2026 Priority Review Date Employee Class Staff Full-Time/Part Time Full-Time FTE 1.0 Position Status Regular FLSA Non-Exempt Job code 0171 Union Representation Union Union Code AFC - AFSCME C, Local #1890 Unit/Department Campus Parking College/Unit Campus Services Division Administration & Finance Location DB 200 Link to Department Website or Custom Search Page https://www.niu.edu/parking/index.shtml

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.

Financial Duties

• 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.

Miscellaneous Duties

• 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 course work 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.

• Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software

3. Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

4. Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.

5. Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.

6. Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

7. Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.

8. Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

9. Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

10. Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.

11. Oral Expression - The ability to communicate information and ideas verbally so others will understand.

12. Written Expression - The ability to communicate information and ideas in writing so others will understand.

Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

• Experience in financial management and customer service within a college/university setting

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

• Sitting for long periods of time
• Keyboarding
• Walking
• Standing
• Preparing/issuing parking citations
• Carrying job related items (i.e. handheld ticketing equipment, tickets, devices, envelopes, etc.)

Work Environment:A majority of the position will be within a traditional office setting. When fulfilling enforcement related duties, conditions vary. They may have to walk parking lots in sub-zero conditions or temperatures above 90 degrees with exposure to seasonal precipitation and/or wind.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date 10/01/2026 Anticipated Appointment End Date Percent of Staff Year 1.00 Standard Hours Per Week 37.50 Working Hours M-F, 8am-4pm, half-hour lunch Salary $46,000.50-50,700.00 annually; NIU offers a robust benefits package. Hourly or Semi-monthly Pay Rate/Range $23.59-26.00 an hour Earn Type Hourly

Application Procedure

Application Procedure

Application Procedure

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.

• o 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 Administrative Assistant 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.

Special Instructions Quick Link to Applicant https://employment.niu.edu/postings/96747 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:

Director of Civil Rights Office, Title IX Coordinator

Health Services 2nd floor

CivilRights@niu.edu

815-753-0455

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

• Resume/Curriculum Vitae
• Cover Letter
• List of at least 3 Professional References

Optional Documents

• Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
• Transcripts (unofficial with official required at hire)
• Other

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Are you currently a citizen or resident of the State of Illinois?

• Yes

• No

• • What is the highest level of education attained?

• GED

• High School Diploma

• Associates Degree

• Bachelors Degree

• Masters Degree

• PHD

• Have you attached transcripts to support the degree(s) you are submitting for consideration with this posting?

• Yes

• No

• Not Applicable

• • How many years of experience do you have in this type of position?

• 0-1

• 1-3

• 3-5

• 5-7

• 7+

• • 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)

• • 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

• • Select the answer that best describes your work experience advising and providing executive support to an executive/administrator on various administrative matters; maintaining an encompassing, organized overview of significant University and departmental responsibilities and deadlines; developing, designing, and evaluating departmental policies and operational procedures. Employer Name and Employment Dates must be provided below.

• No work experience directly related to the job function described.

• My work experience relevant to the job function described was performed under guidance.

• My work experience relevant to the job function described was performed independently.

• • 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)

• • Select the answer that best describes your work experience drafting multi-source communications/reports for an executive/administrator, expenditure reports, etc.; investigating, planning, organizing, and interpreting/analyzing various sources of information in support of administrative reports and departmental business operations. Employer Name and Employment Dates must be provided below.

• No work experience directly related to the job function described.

• My work experience relevant to the job function described was performed under guidance.

• My work experience relevant to the job function described was performed independently.

• • 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)

• • 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)

• • Select the answer that best describes your work experience serving as a liaison between departments and various constituencies or between different groups within a department; representing a department; representing a department or an executive/administrator by sitting on various committees; planning and implementing special events (such as departmental and university-wide presentations/ceremonies). Employer Name and Employment Dates must be provided below.

• No work experience directly related to the job function described.

• My work experience relevant to the job function described was performed under guidance.

• My work experience relevant to the job function described was performed independently.

• • 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)

• • Select the answer that best describes your work experience overseeing/supervising personnel transactions, searches, and employment and/or other processes or programs; evaluating staffing needs and insuring that the personnel needs of a department are being met; supervising staff, student workers, and extra help. Employer Name and Employment Dates must be provided below.

• No work experience directly related to the job function described.

• My work experience relevant to the job function described was performed under guidance.

• My work experience relevant to the job function described was performed independently.

• • 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)

• • Select the answer that best describes your work experience acting as a representative and managing departmental budget activities (e.g., preparing budget projects for the fiscal year, planning distributions, approving and maintaining accounts, approving budget transfers and conducting budget reconciliations); maintaining an itemized record of expenditures, preparing expenditure reports and monitoring and tracking fiscal year project allocations. Employer Name and Employment Dates must be provided below.

• No work experience directly related to the job function described.

• My work experience relevant to the job function described was performed under guidance.

• My work experience relevant to the job function described was performed independently.

• • 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)

• • Select the answer that best describes your work experience managing confidential information including maintaining personnel records and institutional, historical, and other documents. Employer Name and Employment Dates must be provided below.

• No work experience directly related to the job function described.

• My work experience relevant to the job function described was performed under guidance.

• My work experience relevant to the job function described was performed independently.

• • 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)