Requirements, and Qualifications Position Summary, Requirements, and Qualifications Overview NICNE (Northern Illinois Center for Nonprofit Excellence) has been providing capacity building support to regional nonprofits since 2014 offering a wide array of programs and services. NICNE is the regional resource for nonprofit leaders and boards of directors. NICNE is seeking an administrative support person to ensure efficient operation of the NICNE office in Rockford, Illinois. The position supports the staff through a variety of tasks related to the organization and communication within and outside of the office. The Office Administrator is responsible for maintaining confidentiality and delivering time-sensitive work. Experience working in an office environment is necessary. This position is located at the NIU Rockford facility. Position Summary The Office Administrator duties and responsibilities include providing administrative support to ensure efficient operation of the office. The position supports the staff through a variety of tasks related to the organization and communication within and outside of the office. The Office Administrator is responsible for maintaining confidentiality and delivering time-sensitive work. Experience working in an office environment is necessary. The person in this position will be able to effectively communicate via phone and email and ensure all Office Administrator duties are completed accurately and delivered with high quality and in a timely manner. The Office Administrator will be required to rely on experience and judgment to plan and accomplish goals and will be required to work independently to complete tasks. This position is located at the NIU Rockford facility. Essential Duties and Responsibilities Administrative Support for Co-Leaders – 40% Provide clerical support for CEO and COO. Answer and relay phone calls. Schedule appointments/rooms and refreshments. Print and compile needed materials. Summarize program evaluation and community conversations. Generate Reports as requested. Transcribe meeting notes. Make travel arrangements as needed. Respond to emails. Constituent Correspondence/ Communication – 25% Update and maintain CRM database records. Greet participants and guests/work check-in at events. Draft correspondence, as requested. Proofread newsletters and correspondence of co-leaders. Fiscal Management Assistance – 20% Make and track deposits. Track Eventbrite and PayPal deposits. Development and maintain a payable tracking system. Work with accounting partner to reconcile/cross check financial reports. Prepare and monitor invoices. Collect and file W-9 forms. Collect and share audit materials with NICNE auditor, as directed by internal co-leader. Office Management – 15% Ensure efficient office processes. Maintain Mailchimp lists. Develop and maintain a filing system. Order supplies and maintain supply inventory. Coordinate office procedures. Organize file systems. Participate in weekly staff meetings. Minimum Required Qualifications (Civil Service) High school diploma or equivalent. Any one of the following from the categories below: Four (4) years (48 months) of work experience comparable to the third level of this series (Office Support Specialist). Two (2) years (24 months) of work experience comparable to the fourth level of this series (Office Manager). Knowledge, Skills, and Abilities (KSAs) (Civil Service) KNOWLEDGE, SKILLS AND ABILITIES (KSAs) Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems. Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology. 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. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one. Ability to understand written sentences and paragraphs in work related documents. 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). Ability to apply general rules to specific problems to produce answers that make sense. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events). Ability to choose the right mathematical methods or formulas to solve a problem. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance. Specialty Factors (Civil Service) None Preferred Qualifications (Civil Service) Proven admin or assistant experience At least four (4) years of experience in a related position Excellent time management skills and ability to multi-task and prioritize work Proficient in MS Office Knowledge of Quick. Books desired Minimum Required Qualifications (SPS) N/ A Additional Requirements (SPS) N/ A Preferred Qualifications (SPS) N/ A 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. Communicate regularly with other staff and external members and nonprofit staff and leaders. Small amount of travel may be required (i.e. making deposits, delivering materials, etc.). Appointment and Compensation Details Appointment and Compensation Details Anticipated Appointment Start Date TBD Anticipated Appointment End Date Percent of Staff Year 1.00 Standard Hours Per Week 19.875 hours / 0.53 FTE Working Hours Monday - Friday, 8:00 am - 4:30 pm, some evenings & weekends as needed. Salary $19,636.50 - $20,153.25/ Annually based on part-time hours; NIU offers a robust benefits package. Hourly or Semi-monthly Pay Rate/ Range $19.00 - $19.50/ Hourly Earn Type Hourly Application Procedure Application Procedure Application Procedure Application Procedures: 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, DD 214/ DD 215/ NGB 22/ DD 256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination. 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. Please monitor your e-mail for further information regarding your application. Emails will be generated from jobs@niu.edu and Civil. Service. Testing@niu.edu. Please add these emails to your address book to ensure timely delivery of any future communication. 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 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 Administrator 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 Is