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Office Support Associate

4 months ago

De Kalb, United States Northern Illinois University Full time

The Illinois Board of Examiners (ILBOE), located at NIU Naperville, evaluates academic credentials, approving candidates to sit for the Uniform CPA Exam, and issuing a certificate of CPA Exam Completion to individuals who pass the Uniform CPA Exam and the AICPA Ethics Exam.

Position Summary

POSITION IS LOCATED AT NIU NAPERVILLE

Provide general office support functions required for the Illinois Board of Examiners (lLBOE). These duties require extensive knowledge of the activities of the office, programs, policies and procedures of the llBOE. IlBOE is responsible for evaluating, testing and certifying all Certified Illinois Public Accountants.

Essential Duties and Responsibilities

Customer contact/data maintenance- 45%

* Receives, investigates and answers domestic and international candidate questions and resolves issues via phone, email and in person.
* Uses Microsoft Word, Excel, Publisher and Outlook in addition to specific ILBOE programs (Versa Regulation, Gateway and various Access programs).
* Downloads evaluation applications, test applications, and change of address forms from related Outlook inboxes.
* Processes applications for evaluation and testing by saving data to the appropriate database, creating the related folder, and compiling the relevant paperwork.
* Downloads transcripts from the related Outlook inbox, enters the candidate information into the Access Transcript database, and matches the transcript with the candidate's folder

Candidate communications- 25%

* Generates formal outgoing correspondence for candidates with approvals, provisional approvals, deficiencies, denials, fees due, and approved initial examination applications.
* Processes from Outlook candidate requests including Change of Name, Address & Email, Default ID and Password, Fee Receipts, Courses in Progress and Special Accommodations.

Administration- 25%

* Processes checks or money orders received for candidates seeking Verification of Certification, Pre-Evaluation, and Duplicate Certificates. Completes these services as appropriate to the request.
* Maintains evaluation, CBT, general, provisional, pre-evaluation, total transfer of credit, IQEX, no VR and new works systems daily.
* Files all correspondence and candidate folders in the assigned area of the office.
* Copies, stuffs envelopes, and mails paper score notices to candidates.
* Processes incoming mail and returned mail by forwarding to appropriate staff

Other related duties as assigned- 5%

Minimum Required Qualifications (Civil Service)

* High school diploma or equivalent.
* Any one or combination totaling eighteen (18) 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)


* Work experience performing office/clerical activities, including the use of computer systems.



Knowledge, Skills, and Abilities (KSAs) (Civil Service)

Classification-Specific Knowledge, Skills, and Abilities (KSAs):

* 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.

Position-Specific Knowledge, Skills, and Abilities (KSAs):

* Excellent verbal & written communication and well-developed organizational skills.
* Competency in use of Windows programs as well as VERSA: Regulation (VR), NASBA Gateway and various in-house Access programs.
* The ability to multi-task and follow oral and written instructions with particular attention to detail is required.
* The individual must be willing and able to interact and work effectively with supervisors, staff and the public in a cooperative, professional and harmonious way.
* The candidate should be detail-oriented and organized.

Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

None

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

* Regular office related duties
* Sitting for extended periods of time
* Using computer/electronic equipment for extended periods of time
* Occasional lifting and moving items weighing up to 25 lbs.