HomeIllinoisCustomer Service Assistant
Northern Illinois University

DeKalb, IL

Customer Service Assistant

LocationDeKalb, Illinois, 60115
Employment TypeContractor
Date Posted2022-07-06
Direct Apply
Yes
Valid Through2023-05-09

Job Description:

Position Summary

The primary responsibility of this position is in the area of Commercial Accounts Receivable. This position processes invoices, maintains current customer accounts, prepares payments and uses departmental knowledge to assist with customer inquiries. This position requires a strong customer service background, basic accounting skillset, and possess experience using a computerized financial system.

Essential Duties and Responsibilities
  • Provide customer service to outside vendors, staff and NIU departments by phone, in person, or electronically.
  • Answer routine inquiries from customers to clarify invoices, statements, and account past due notices aligning with current policies and procedures.
  • Apply quality controls and comprehensive knowledge about Commercial Accounts Receivable activities to identify discrepancies and resolve them in a timely manner.
  • Provide back-up assistance with reconciliation and business-related activities to ensure Commercial Accounts Receivable daily operational needs are met.
  • Prepare and enter new invoice requests from departments that do not have access to the Financial Management System ( FMS ).
  • Maintain internal hotlist as a tool to ensure account status and readiness for billing.
  • Verify pending invoices from departments that have access to enter charges in FMS and approve them for processing.
  • Backup for generating and distributing finalized invoices.
  • Create and maintain current customer information in FMS .
  • Prepare daily payments for cashiering deposit(s).
  • Verifies and posts the deposit(s).
  • Reconcile and run payment reports.
  • Maintain departmental filing.
  • Assist with the collection processes.
  • Perform other duties as assigned by Accountant I supervisor/Associate Bursar.
Minimum Required Qualifications (Civil Service)

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
1. High school graduation or equivalent
2. Any combination totaling 18 months from the following categories:
(a) responsible work experience in customer services, public relations, office administration, business and financial operations, healthcare administration or other closely related experience
or
(b) college coursework as measured by the following conversion table or its proportional equivalent:
• 30 semester hours equals 1 year (12 months)
• 60 semester hours equals 2 years (24 months)

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)
1. Customer service – Public Relations (i.e., ability to deal with the public and clients in a friendly, positive manner to achieve customer satisfaction)
2. Grammar (rules of composition, punctuation, etc.)
3. Clerical (managing files and records, designing forms, managing inventory, etc.)
4. Reading Comprehension (i.e., understanding written sentences and paragraphs in work related documents)
5. Time Management – Scheduling (i.e., managing one’s own time and the time of others)
6. Communication Skills (i.e., ability to relay information in speaking so others will understand and to understand what others are saying)
7. Information Technology Skills (word processing, spreadsheets, etc.)

Additional Requirements (Civil Service)

1. High school graduation or equivalent
2. Any combination totaling 18 months from the following categories:

A) Responsible work experience in customer services, public relations, office administration, business and financial operations, healthcare administration or other closely related experience
OR
B) College coursework as measured by the following conversion table or its proportional equivalent:
  • 30 semester hours equals 1 year (12 months)
  • 60 semester hours equals 2 years (24 months)
Specialty Factors (Civil Service)

This employee should have exceptional customer service skills, be detail-oriented and display a high degree of integrity. They should possess a mathematical ability, effective technology skills and the ability to analyze accounts and make competent decisions. This position must maintain a good working relationship with commercial customers and various departments within the university.

Preferred Qualifications (Civil Service)
  • Bachelors Degree
  • Two (2) years experience in customer services, public relations, office administration, business and financial operations, healthcare administration or other closely related experience
Minimum Required Qualifications (SPS)

Additional Requirements (SPS)

Preferred Qualifications (SPS)

Physical demands/requirements

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard hours

37.50

Hourly Rate or Semi-monthly Pay Rate

Hiring Rate/Range

$15.98 ($31,161/annual)

Earn Type

H

Application Procedure

Application Procedure

Application Procedure

Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/63944

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, 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.

The following person has been designated to handle inquiries regarding the non-discrimination policies:

Ethics and Compliance Officer, Title IX Coordinator
Health Services 230
***** *****

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 *****/a> .

Safety Information

Applicant Documents
Required Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
Optional Documents
  1. Transcripts (unofficial with official required at hire)
  2. Transcripts #2 (unofficial with official required at hire)
  3. Transcripts #3 (unofficial with official required at hire)
  4. Certifications/Licensure #1
  5. Other
  6. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What is the highest level of education that you have earned?
    • High School/GED
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • Doctoral Degree
  2. * Have you attached all transcripts to support the degrees you are submitting for consideration?
    • Yes
    • No
  3. * Please rate your level of professional work experience in customer services, public relations, office administration, business and financial operations, healthcare administration or other closely related experience.
    • Work experience not directly related to the job function described
    • Work experience at a minimum level of competency relevant to the job function described, requiring some assistance and guidance.
    • Work experience at a high level of competency relevant to the job function described, 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 résumé. (“See Résumé” is not an acceptable response.)

    (Open Ended Question)

  5. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
  6. * 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


Job ID: 284498740863248103

DeKalb, Illinois Jobs

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