Find & Apply For Office Manager Jobs in DeKalb, Illinois

Office Administrator (3248) [

EXTENDED

] Bookmark this Posting Print Preview | Apply for this Job Position Information Posting Detail Information Working Position Title Office Administrator (3248) [

EXTENDED

] Classification Office Administrator Position Number 00003248 Open Date 09/18/2026 Close Date 10/08/2026 Priority Review Date Employee Class Staff Full-Time/Part Time Full-Time

FTE 1.00

Position Status Regular FLSA Non-Exempt Job code 3253 Union Representation Union Union Code

AFC - AFSCME

C, Local #1890 Unit/Department Transportation College/Unit Campus Services Division Administration & Finance Location DB 132 Link to Department Website or Custom Search Page https://www.niu.edu/facilities/transportation-services/index.shtml Position Summary, Requirements, and Qualifications Position Summary, Requirements, and Qualifications Overview 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. Transportation Services provides transportation support to faculty, staff and students conducting official university business. Transportation Services maintains a fleet of approximately 200 vehicles. This person in this position will provide office support to the department and provide customer service to NIU's campus partners who require transportation to fulfill their duties in advancing the mission of the university. Position Summary Essential responsibilities of this position include advanced administrative duties, management and compilation of administrative reports, dealing with highly confidential and sensitive issues, and managing the interactions of departmental functions. This individual must be able to calmly and efficiently work on multiple tasks simultaneously. Flexibility is essential as priorities change quickly. Essential Duties and Responsibilities Transportation Operations Support Schedule and dispatch pool vehicles which include reviewing transportation requests for appropriate purpose/function/fiscal approval; confirm approval, if necessary, for student drivers as well as out-of-state travel; maintain daily usage logs/files for transportation requests and files for completed travel; handle special requests for travel needs for drivers or groups such as supplying vehicles to accommodate handicapped passengers, removal of seating, arranging for outside rental cars when necessary, etc; approve after-hours requests for rentals; order credit cards for vehicles and maintain records on the same; manage I-Pass account for university assigned and pool vehicles. Handle minor complaints concerning transportation; process accidents reports and forward to CMS . Maintain the Transportation Services copies of account statements; obligate accounts for assigned vehicles; update computer lists (Master List, Obligation Lists, etc.) Maintain the trailer log Prepare monthly fuel report Prepare and enter daily and monthly vehicle billing data including adjustments; prepare and send monthly statements to university departments Process vehicle title and registration paperwork for the Illinois Secretary of State's office. May operate vehicles as when the need arises Administrative/Calendar/Communication Support Support all areas, as needed, with common support tasks including answering incoming phone calls, ordering office supplies, and managing overall office functions Provide/coordinate day-to-day support via mail, phone calls, and emails; reporting of urgent or priority items to be addressed, signed, or delegated in a timely manner as required; management of calendars, constantly rearranging or changing to meet daily urgent needs and competing priorities; schedule conference rooms' calendars and arrange meetings for department personnel as requested Coordinate logistics for outside visitors; arrange meeting materials; ensure agendas are developed and distributed appropriately in a timely manner; coordinate connections for virtual meetings or presentation logistics; prepare meeting materials and take notes/minutes for distribution upon request; arrange travel as needed; provide support for travel reimbursements as needed Process payroll and human resource actions; maintain Transportation overtime spreadsheet for equalization of overtime per the union contract; process benefit tracking and reporting Ensure compliance with identified reporting requirements (inventory, training, audit requests, FOIA requests, etc.); proofread and edit documents to ensure consistency, accuracy, and proper grammar Prepare departmental correspondence, requisitions and check requests; assist and facilitate processing of invoices; review and prepare for payment all vendor invoices; route contracts for signatures; maintain departmental files and records; facilitate use of divisional procurement card, act as the Proxy Reconciler for P-Card purchases for Transportation; and maintain monthly report logs within the department for audit purposes Create and update departmental procedures Greet visitors; manage mail and packages Perform general office/miscellaneous related duties as assigned Enterprise Risk Management Support Provide operational support for Risk Management (RM) for predominantly vehicle related insurance tasks Process and store certificates of insurance or vehicle cards Assist with auto insurance renewals and invoicing (data collection) Assist with driver/vehicle and policy reconciliation Support Functions May serve as backup for key administrative functions in other Campus Services areas Perform miscellaneous, related duties as assigned 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. Two (2) years (24 months) of work experience comparable to the fourth level of this series. 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) Valid at the time of job offer State of Illinois noncommercial class D driver's license Preferred Qualifications (Civil Service) Demonstrated experience involving bookkeeping activities. Data entry experience. Experience with MS Office Suite software (Word, Excel. PowerPoint). Demonstrated experience working with the public. Demonstrated experience working in a transportation environment. Demonstrated experience scheduling and dispatching vehicles. Minimum Required Qualifications (SPS) N/A Additional Requirements (SPS) N/A Preferred Qualifications (SPS) N/A Physical demands/requirements Sitting for long periods of time performing data entry. Appointment and Compensation Details Appointment and Compensation Details Anticipated Appointment Start Date 10/1/26 Anticipated Appointment End Date Percent of Staff Year 1.00 Standard Hours Per Week 37.50 Working Hours M-F; 7:00am - 3:30pm, one-hour lunch Salary $37,050.00-38,025.00 annually; NIU offers a robust benefits package. Hourly or Semi-monthly Pay Rate/Range $19.00-19.50 an hour

Earn Type Hourly Application Procedure Application Procedure Application Procedure 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. o 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. 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 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 Office Administrator for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing 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 https:

//www.niu.edu/facilities/transportation-services/index.shtml Quick Link to Applicant https://employment.niu.edu/postings/97127 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: Director of Civil Rights Office, Title IX Coordinator Health Services 2nd floor CivilRights@niu.edu 815-753-0455 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 Resume/Curriculum Vitae Cover Letter List of at least 3 Professional References Optional Documents Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256) Transcripts (unofficial with official required at hire) Other Supplemental Questions Required fields are indicated with an asterisk (

• ).

• Are you currently a citizen or resident of the State of Illinois? Yes No
• What is the highest level of education attained? GED High School Diploma Associates Degree Bachelors Degree Masters Degree PHD Have you attached all transcripts to support the degrees you are submitting for consideration? Yes No
• How many years of experience do you have in this type of position? 0-1 1-3 3-5 5-7 7+
• 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)
• 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