Administrative Aide (3850)
DeKalb, IL 
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Job Description
Position Information

Working Position Title Administrative Aide (3850)
Classification Administrative Aide
Position Number 00003850
Open Date 05/10/2024
Close Date 05/28/2024
Priority Review Date
Employee Class Staff
Full-Time/Part Time Full-Time
FTE 1.00
Position Status Regular
FLSA Non-Exempt
Job code 0058
Union Representation Union
Union Code AFC - AFSCME C, Local #1890
Unit/Department Ctr Child Welfare & Education
College/Unit P20 Initiatives Network
Division Outreach Engagemt Regl Dev Dv
Location MONAT 237
Link to Department Website or Custom Search Page https://ccwe.niu.edu/
Position Summary, Requirements, and Qualifications

Overview
This administrative aide position at the Center for Child Welfare & Education is full time and in person at the NIU campus. The individual working in this capacity provides administrative support to the Director of the Center for Child Welfare & Education. The Center has a partnership with the Department of Children and Family Services and interfaces with many community and government agencies and schools. The individual working in this position will gain knowledge and understanding of child welfare.

Position Summary
This position performs essential tasks related to the administration of the NIU Center for Child Welfare & Education (NIU-CCWE), assists in carrying out administrative functions of the Center, provides support to the administrators, and is critical in providing client relationship support through liaising with external and internal clientele, staff, and others on behalf of the director and unit. The Center has a partnership with the Department of Children and Family Services (DCFS) and interfaces with children and families, as well as administrators and staff of DCFS, local schools, school districts, government agencies, private organizations, court officials, community leaders, etc. The person in this position must have extensive knowledge of the organization, programs, policies and procedures of the institution and exercise good judgement in representing the Director, NIU-CCWE, its mission and programs.

Essential Duties and Responsibilities
First Point of Contact and Event Planning
  • Serves as liaison to external clients, including youth in foster care, foster parents, community stakeholders, child welfare staff and administrators, schoolteachers and administrators, school district employees, State employees from various Departments (e.g. Department of Children and Family Services, Illinois State Board of Education, Department of Juvenile Justice), courts, etc.
  • Facilitates event planning and execution for Center's events such as workshops, conferences, special projects, etc.
  • Serves as a liaison for professional development partners and participants, web-based clients, website development, etc.
  • Serves as a liaison between CCWE and other departments, between Department and CCWE statewide off-campus staff and other groups. Provides information, support and data collection.


Administrative Functions and Supervision
  • Provides support to the administrators on various administrative/organizational matters
  • Maintains overview of departmental responsibilities and deadlines; provides related updates as needed
  • Investigates, interprets and organizes information from various sources to develop project reports, departmental reports and other such documents;
  • Completes final copies of documents and communication for administrators, reviews documents for grammar, syntax, spelling and format; develops, revises and distributes documents as directed
  • Coordinates administrators' schedules, invites/notifies participants, maintains calendars of operating commitments, informs of impending engagements deadlines, prepares material
  • Coordinates logistical arrangements relating to administrators' travel and conferences
  • Provides facilitation and supervision for student workers, assigned office staff, etc.

Personnel / Record Management
  • Acts as a timekeeper for the Department
  • Processes PeopleAdmin transactions, such as refills, job description updates, and change/updates
  • Facilitates hiring/training new staff
  • CCWE personnel processes and paperwork.
  • Manages, processes and maintains confidential and sensitive information systems and documents including personnel records, student information, information on youth in foster care and their caregivers.

Budget
  • Develops, works with and tracks budgets
  • Purchasing and maintaining itemized record of expenditures, reconciling and preparing financial reports
  • Procurement Card/ purchasing authority
  • Signature authority when supervisor/director is not present
  • Other related duties as assigned.

Minimum Required Qualifications (Civil Service)
CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories
(a) 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)
(b) progressively more responsible general or specialized office experience which included aspects of supervising staff or job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

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 softwar
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 source
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 for
9. Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances
10. Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or ora
11. Oral Expression - The ability to communicate information and ideas verbally so others will understa
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)
  • At least 3 years of administrative experience
  • Excellent communication skills - will need proficiency to communicate with people internally and externally
  • Proficiency in performing administrative tasks
  • Organizational prioritization and planning skills
  • Proficiency in obtaining, interpreting, and reporting information from multiple sources
  • Experience dealing with child welfare clientele including youth in foster care, parents and child welfare employees
  • Demonstrated exceptional skills in Web Conferencing and various Microsoft programs including Desktop Publisher, PowerPoint and Excel.
  • Experience with event planning and implementation
  • Budget development and management skills

Minimum Required Qualifications (SPS)
N/A

Additional Requirements (SPS)
N/A

Preferred Qualifications (SPS)
N/A

Physical demands/requirements
None
Appointment and Compensation Details

Anticipated Appointment Start Date 06/17/2024
Anticipated Appointment End Date
Percent of Staff Year 1.00
Standard Hours Per Week 37.50
Working Hours 8:00am-4:30pm
Salary Commensurate with knowledge and experience. NIU offers a robust Benefits Package.
Hourly or Semi-monthly Pay Rate/Range See above
Earn Type Hourly
Application Procedure

Application Procedure
Application Procedures:

  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.

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 Aide 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
Resume, cover letter, 3 professional references.

Quick Link to Applicant https://employment.niu.edu/postings/77737
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:


Ethics and Compliance Officer, Title IX Coordinator
Health Services Building Room 230
TitleIXCoordinator@niu.edu
815-753-5560

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
  1. Resume/Curriculum Vitae
  2. Cover Letter
  3. Transcripts (unofficial with official required at hire)
  4. List of at least 3 Professional References
Optional Documents
  1. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
  2. Other #2
Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Select the answer that best describes your work experience providing support to administrators on various administrative/organizational matters; maintaining an overview of departmental responsibilities and deadlines; updating 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.
  2. * 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 resume. ("See Resume" is not an acceptable response.)

    (Open Ended Question)

  3. * Select the answer that best describes your work experience finalizing communications and documents for executives/administrators (reviewing for appropriate spelling, punctuation, syntax, formats and modifying document as needed); drafting communications for an administrator and developing and distributing as directed. 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.
  4. * 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 resume. ("See Resume" is not an acceptable response.)

    (Open Ended Question)

  5. * Select the answer that best describes your work experience serving as a liaison between departments and other constituencies and/or between different groups within a department (e.g., between a director and departmental faculty); providing information, assistance, and advice to various constituencies and individuals. 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.
  6. * 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 resume. ("See Resume" is not an acceptable response.)

    (Open Ended Question)

  7. * Select the answer that best describes your work experience managing and controlling confidential documents including personnel records, institutional and historical documents, etc. 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.
  8. * 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 resume. ("See Resume" is not an acceptable response)

    (Open Ended Question)

  9. * Select the answer that best describes your work experience assisting in planning various aspects of special projects and essential programs, including complex scheduling for meetings/events, coordinating administrators' schedules (i.e., prioritizing and managing schedules, appointments, meetings and related activities); inviting and notifying participants. 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.
  10. * 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 resume. ("See Resume" is not an acceptable response)

    (Open Ended Question)

  11. * Select the answer that best describes your work experience assisting in developing job descriptions for unit staff positions and overseeing personnel transactions, searches, and employment; supervising student workers, extra-help, and other employees including assigning work, overseeing the training of new staff, and processing appointment documentation. 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.
  12. * 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 resume. ("See Resume" is not an acceptable response)

    (Open Ended Question)

  13. * Select the answer that best describes your work experience assisting with the creation and establishment of departmental accounts, conducting transfers within various accounts and responsibility for the fiscal management of the unit or a department's budget; maintaining an itemized record of expenditures. 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.
  14. * 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 resume. ("See Resume" is not an acceptable response)

    (Open Ended Question)

  15. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+
  16. * Have you attached all transcripts to support the degrees you are submitting for consideration?
    • Yes
    • No
  17. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
  18. * 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

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.

 

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Job Summary
Company
Northern Illinois University
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
3+ years
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