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Administrative Clerk

Employer
Illinois State University
Location
Normal, IL

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Job Details

Request/Posting Number 0711756
Classification Title Administrative Clerk
Working Title
Job Class # 010747
Type of Position Civil Service
Percent Appointment: 1-100 (For Student Employment and Graduate Assistant Only; state hours per week) 100
Representation: Non-Union
Department Advancement & Foundation Opers - 03210000
Job Category Staff
General Summary This position supports the work of the Advancement Operations team managing calendars, composing correspondence and maintaining confidential records. Incumbent will manage communication and collection of information from departments, including oversight of the University Advancement data calendar. Position supports the COO and AVP with Unit and Division budget preparation and fiscal report creation and production and maintains the financial records for the unit. Incumbent works closely with unit professional staff in all phases of budget development, payment of bills, as well as managing gift compliance, gift agreements and related records, and overseeing matching gift compliance and processing. Position coordinates internal meetings/activities of the Advancement Operations division (Donors and Information Services and Foundation Accounting), works with vendors, and manages the office environment by maintaining adequate supplies, scheduling unit meetings and assisting with communication within the unit. This position also assists with preparation of materials for the Finance, Investment, Audit, and Ewing Advisory Board committees of the ISU Foundation Board and manages student worker schedules and time sheets.
Additional Information:
Required Qualifications 1. High school graduation or equivalent.

2. Any one or combination of the following types of preparation that totals 1.0 unit according to the conversion rates below:
(a) work experience performing duties at the Chief Clerk level or in positions of comparable responsibility
(b) work experience performing duties at the Staff Clerk level or in other positions of comparable responsibility.

4 years of "a" = 1.0 unit
2 years of "b" = 1.0 unit

If this position is Security Sensitive or if you are subject to a criminal background investigation based on University policy, then employment is contingent upon you passing a satisfactory criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.
Desired Qualifications: 1. Familiarity with Illinois State University's giving programs, donor societies, cash disbursement guidelines, internal systems and departments, and records management and retention policies. Sound working knowledge of various university offices and procedures is crucial. Understanding of database fundamentals including record management and coding data and expenses.

2. Previous bookkeeping experience or basic knowledge of accounting principles and Foundation Accounting procedures. Working knowledge of Budget Wizard, Datatel, alumni database (ONE), and Agresso Accounting system or similar general ledger product is required. Also helpful to have understanding of PCI/Credit Card requirements and policies, mail regulations, and purchasing policies.

3. A self-starter with good problem-solving skills and ability to independently analyze work processes to better maximize solutions and improve work flow.

4. Excellent keyboarding, proofreading skills, filing/organizational ability, strong attention to detail, accuracy, and familiarity with office equipment are required for this position. Proficient with Excel, Outlook and Microsoft Word is required.

5. Outstanding interpersonal skills who enjoys interacting with persons from diverse backgrounds both internal and external to the University whether in person or on the phone.

6. Proficient at meeting deadlines, possessing strong organizational skills and good working habits; ability to answer routine questions from donors or prospective donors about giving and giving related issues; ability to make appropriate referrals when necessary. Ability to effectively prioritize and complete work projects with little direction and frequent interruptions.

7. Ability to manage calendars, compose correspondence and maintain confidential records is essential.
Necessary Licenses/Certifications/Degrees
Hiring Rate/Range $15.20-$19.76 per hour
Stipend:
Work Hours Monday-Friday 8:00 am-4:30 pm
Proposed Starting Date: April 2019
Posting date 03-20-2019
Closing date 03-22-2019
Special Instructions to Applicants For full consideration, the application and all supplemental information must be submitted on-line. Applications submitted via fax, e-mail or mail will not be accepted. Please complete the entire employment application including the education and work history background. Please do not put "see resume" in the duties and responsibilities section of the work history. This will be considered an incomplete application and incomplete applications will not be considered. The employment application (not resume/cover letter) will be reviewed to determine if applicant meets minimum qualifications. Please be complete in the duties and responsibilities section for each position listed.

Please upload a cover letter, resume and a reference list of three business references with name/mailing address/title/phone number.

A civil service exam is required for this position. Please monitor your e-mail for further information regarding your application status for testing. Other documentation such as college transcripts (may be unofficial) must also be uploaded or brought to the exam in order to receive the maximum eligible points on the civil service exam.

You may print a copy of your application and bring it to the examination with you as a reference. Other documentation such as DD214 paperwork must be faxed, mailed, or delivered to Human Resources prior to the examination or provided at the time of testing in order to receive the maximum eligible points:

Fax: 309.438.7421, Attn: Brandy O'Grady
Address: Illinois State University
Human Resources
Campus Box 1300
Normal, IL 61790-1300

Illinois State University is an Equal Opportunity/Affirmative Action Employer.

If you are an individual with a disability and need a reasonable accommodation under the Americans with Disabilities Act (ADA) or other state or federal law you may request an accommodation by contacting the Office of Equal Opportunity and Access at 309-438-3383.

If you are having difficulty accessing the system, please call Human Resources at (309) 438-8311.
Contact Information Brandy O'Grady
Human Resources
blograd@ilstu.edu
309-438-8317
Departmental Homepage
Required Applicant Documents PLEASE NOTE: These documents are required to be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply For This Posting". Resume/C.V.
Cover Letter
Reference List
Optional Applicant Documents
Civil Service Test 0747-Administrative Clerk
Physical Requirements: Must be able to complete the following with or without a reasonable accommodation:

1. Ability to effectively communicate on a daily basis.
2. Ability to use a computer in day-to-day work (i.e. type on a keyboard and use a mouse).
3. Ability to work for extended periods at computer workstation.
Quicklink www.jobs.ilstu.edu/applicants/Central?quickFind=76919

Organization

About

Illinois State University, founded in 1857, is the oldest public university in Illinois. Illinois State is a co-educational, residential university committed to fostering a small-college atmosphere with large-university opportunities and promoting the highest academic standards in teaching, scholarship, and community service. Serving more than 20,000 students, our six colleges offer 178 undergraduate majors, 77 minors, 102 master’s programs, 18 doctoral degrees, and 42 certificate options. We have repeatedly been named a “Great Place to Work” by the Chronicle of Higher Education.

Illinois State University is committed to and accountable for advancing equity, diversity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our mission.

Vision

Illinois State University, a first-choice public university, will be increasingly recognized as a national leader for educating high-achieving, motivated students who seek an individualized and transformative experience at an institution that:

  • Offers premier undergraduate and graduate programs that integrate traditional knowledge and methods with emerging ideas and innovations
  • Generates knowledge through high-quality research, scholarship, and creative activities
  • Supports student learning and development inside and outside of the classroom
  • Serves the region, state, nation, and world through its commitments to responsible stewardship, meaningful civic engagement, cultural enrichment, and the development of global citizens

Mission

We at Illinois State University work as a diverse community of scholars with a commitment to fostering a small-college atmosphere with large-university opportunities. We promote the highest academic standards in our teaching, scholarship, public service and the connections we build among them. We devote all of our resources and energies to creating the most supportive and productive community possible to serve the citizens of Illinois and beyond.

Values

Pursuit of Learning and Scholarship

Illinois State University works with students as partners in their educational development inside and outside of the classroom so that students come to appreciate learning as an active and lifelong process. The University contributes new knowledge through research, scholarship, and creative activities in which all students, faculty, and staff are encouraged to participate. Faculty members embrace a balanced teacher–scholar model that values their contributions as teachers (facilitators of learning) and scholars (creators and discoverers of knowledge and information). 

Individualized Attention

Illinois State University provides a supportive environment that places all learners at the center of teaching and scholarship. Innovative curricular and cocurricular programs, strong student-faculty-staff connections, and superior student services focus on each student as an individual. The University fosters academic and personal growth, recognizes unique educational aspirations, and acknowledges that each faculty and staff member is integral to student success.

Diversity

Illinois State University affirms and encourages community and a respect for differences by fostering an inclusive environment characterized by cultural understanding, ethical behavior, and social justice. The University supports a diverse faculty and staff who mentor a diverse student population. The University endeavors to provide opportunities for all students, staff, and faculty to participate in a global society.

Integrity

Illinois State University promotes an environment defined by the highest ethical standards. Leadership of the University is characterized by stability, adherence to shared values, collaborative decision making, and accountable stewardship of all university resources. Members of the University community work collaboratively through shared governance to ensure the success of the University and are dedicated to making ongoing improvements, always enhancing their contribution to Illinois State University and building on prior accomplishments. Teaching and learning, including research and creative activities, are conducted at the highest level of academic quality and integrity.

Civic Engagement

Illinois State University prepares students to be informed and engaged global citizens who will promote and further the goals of society. The University promotes active learning experiences through which students will gain an awareness and understanding of civic engagement as a lifelong responsibility. The University partners with business, industry, government, and educational entities providing leadership in local, statewide, national, and international initiatives; expanding service and outreach; and enhancing financial support for instructional, scholarly, and service activities.

Illinois State University, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding affirmative action, nondiscrimination, and anti-harassment. Illinois State University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, sexual orientation, order of protection, gender identity and expression, ancestry, age, marital status, disability, genetic information, unfavorable military discharge, or status as a veteran in employment, educational programs and activities, or admissions. Inquiries or complaints may be addressed by contacting the director of the Office of Equal Opportunity and Access by email at EqualOpportunity@IllinoisState.edu, by calling (309) 438-3383, or by mail at Illinois State University, Campus Box 1280, Normal, IL 61790.

Company info
Website
Telephone
309-438-8311
Location
Campus Box 1300
Illinois State University
Normal
Illinois
61790
US

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