Administrative Assistant

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Position Summary, Requirements, and Qualifications

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.

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.

• 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.
• 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).

• 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 People Admin and People Soft for all areas under Campus Services.

• 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.
• Answer phones, emails and voice messages.
• Attend/run meetings on behalf of the Director as…