Office Support Specialist
4 weeks ago
NICNE (Northern Illinois Center for Nonprofit Excellence) has been providing capacity building support to regional nonprofits since 2014 offering a wide array of programs and services. NICNE is the regional resource for nonprofit leaders and boards of directors.
NICNE is seeking an administrative support person to ensure efficient operation of the NICNE office in Rockford, Illinois. The position supports the CEO, COO and Program Coordinators through a variety of tasks related to the organization and communication within and outside of the office. The Office Support Specialist is responsible for maintaining confidentiality and delivering time-sensitive work. Experience working in an office environment is necessary.
This position is located at the NIU Rockford facility.
Position Summary
The Office Support Specialist duties and responsibilities include providing administrative support to ensure efficient operation of the office. The position supports the CEO, COO and Program Coordinators through a variety of tasks related to the organization and communication within and outside of the office. The Office Support Specialist is responsible for maintaining confidentiality and delivering time-sensitive work. Experience working in an office environment is necessary.
The person in this position will be able to effectively communicate via phone and email, and ensure all Office Support Specialist duties are completed accurately and delivered with high quality and in a timely manner. The Office Support Specialist will be required to rely on experience and judgment to plan and accomplish goals and will be required to work independently to complete tasks. Position reports to the Chief Executive Officer of NICNE.
This position is located at the NIU Rockford facility.
Essential Duties and Responsibilities
Admin support
* Provide administrative support for CEO and COO
* Answer and direct phone calls
* Schedule appointments/rooms and refreshments
* Print and compile needed materials
* Summarize program evaluation and community conversations
* Ensure efficient office processes
* Generate reports as requested
* Transcribe meeting notes
* Develop and maintain a filing system - occasional
* Order supplies and maintain supply inventory
* Coordinate office procedures occasional
* Make travel arrangements occasional
* Greet participants and guests
* Organize file systems occasional
* Respond to emails
* Draft correspondence, as requested
* Proofread newsletters and correspondence
* Collect and file W-9 forms occasional
* Participate in weekly staff meetings
Data support
* Update and maintain CRM database records
* Maintain Mailchimp lists
Financial support
* Prepare and monitor invoices
* Make and track deposits
* Track Eventbrite and PayPal deposits
* Develop and maintain a payable tracking system
* Work with accounting partner to reconcile financial reports
* Collect and share audit materials with NICNE auditor, as directed
Minimum Required Qualifications (Civil Service)
CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
* High school diploma or equivalent.
* Any one or combination totaling two (2) years (24 months) from the categories below:
* 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)
* 90 semester hours equals two (2) years (24 months)
* Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
* Work experience performing office/clerical activities, including the use of computer systems.
* One (1) year (12 months) of work experience comparable to the second level (Office Support Associate) of this series.
Knowledge, Skills, and Abilities (KSAs) (Civil Service)
Position-Specific Knowledge, Skills, and Abilities
* Excellent time management skills and ability to multi-task and prioritize work
* Attention to detail and problem-solving skills
* Communicate regularly with other staff and external members and nonprofit staff and leaders.
* Deliver a high level of customer service for individual NICNE members and program participants.
* Knowledge of office management systems and procedures
* Excellent written and verbal communication skills
* Strong organizational and planning skills
Classification-Specific Knowledge, Skills, and Abilities
* Knowledge of administrative and clerical 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)
None
Preferred Qualifications (Civil Service)
* Knowledge of QuickBooks desired
* Demonstrated admin or assistant experience
* Proficient in MS Office
* At least 4 years of experience in a related position
Minimum Required Qualifications (SPS)
N/A
Additional Requirements (SPS)
N/A
Preferred Qualifications (SPS)
N/A
Physical demands/requirements
* Sit at a desk for extended periods.
* Attend internal and external events/meetings, as requested.
* Use computers, printers, fax machines and other common office equipment.
* Small amount of travel may be required (i.e. making deposits, delivering materials, etc.).
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