Working Position Title Office Support Associate (37581)
Classification Office Support Associate
Position Number 00037581
Open Date 05/02/2024
Close Date 05/20/2024
Priority Review Date
Employee Class Staff
Full-Time/Part Time Full-Time
FTE 1.00
Position Status Regular
FLSA Non-Exempt
Job code 0846
Union Representation Union
Union Code AFC - AFSCME C, Local #1890
Unit/Department IL Board of Examiners
College/Unit OERD Facilities
Division Outreach Engagemt Regl Dev Dv
Location NAPERVILLE
Link to Department Website or Custom Search Page https://www.ilboe.org/

Overview
Position Summary
Essential Duties and Responsibilities

• Receives, investigates and answers domestic and international candidate questions and resolves issues via phone, email and in person.
• Uses Microsoft Word, Excel, Publisher and Outlook in addition to specific ILBOE programs (Versa Regulation, Gateway and various Access programs).
• Downloads evaluation applications, test applications, and change of address forms from related Outlook inboxes.
• Processes applications for evaluation and testing by saving data to the appropriate database, creating the related folder, and compiling the relevant paperwork.
• Downloads transcripts from the related Outlook inbox, enters the candidate information into the Access Transcript database, and matches the transcript with the candidate's folder

• Generates formal outgoing correspondence for candidates with approvals, provisional approvals, deficiencies, denials, fees due, and approved initial examination applications.
• Processes from Outlook candidate requests including Change of Name, Address & Email, Default ID and Password, Fee Receipts, Courses in Progress and Special Accommodations.

• Processes checks or money orders received for candidates seeking Verification of Certification, Pre-Evaluation, and Duplicate Certificates. Completes these services as appropriate to the request.
• Maintains evaluation, CBT, general, provisional, pre-evaluation, total transfer of credit, IQEX, no VR and new works systems daily.
• Files all correspondence and candidate folders in the assigned area of the office.
• Copies, stuffs envelopes, and mails paper score notices to candidates.
• Processes incoming mail and returned mail by forwarding to appropriate staff

Minimum Required Qualifications (Civil Service)

1. High school diploma or equivalent.
2. Any one or combination totaling eighteen (18) 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)

   2. Work experience performing office/clerical activities, including the use of computer systems.

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

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.

1. Excellent verbal & written communication and well-developed organizational skills.
2. Competency in use of Windows programs as well as VERSA: Regulation (VR), NASBA Gateway and various in-house Access programs.
3. The ability to multi-task and follow oral and written instructions with particular attention to detail is required.
4. The individual must be willing and able to interact and work effectively with supervisors, staff and the public in a cooperative, professional and harmonious way.
5. The candidate should be detail-oriented and organized.

Specialty Factors (Civil Service)
Preferred Qualifications (Civil Service)
Minimum Required Qualifications (SPS)
Additional Requirements (SPS)
Preferred Qualifications (SPS)
Physical demands/requirements

• Regular office related duties
• Sitting for extended periods of time
• Using computer/electronic equipment for extended periods of time
• Occasional lifting and moving items weighing up to 25 lbs.

Anticipated Appointment Start Date 6/1/24
Anticipated Appointment End Date
Percent of Staff Year 1.00
Standard Hours Per Week 37.50
Working Hours 8:00 - 4:30 Monday - Friday
Salary $33,150 - $39,000/annual
Hourly or Semi-monthly Pay Rate/Range $17.00 - $20.00/hour
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. Illinois residency required within 180 days of the hire date. .

• 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 Associate 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.
• Out-of-state candidates must establish Illinois residency within 180 calendar days after start date.
• 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/77568
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.

ADA Accommodation
Safety Information