Customer Service Representative (344)

Customer Service Representative

The primary responsibility of this position is in the area of Commercial Accounts Receivable. This position is responsible for processing invoices, maintaining customer accounts, preparing payments, and providing support to internal departments and external vendors. The ideal candidate will have strong attention to detail, data entry proficiency, a working knowledge of billing practices, and experience using computerized financial systems in a professional office setting.

Essential duties and responsibilities include customer service, research and troubleshooting. Provide customer service to outside vendors, staff and NIU departments by phone, in person, or electronically. Answer routine inquiries from customers to clarify invoices, statements, and account past due notices aligning with current policies and procedures. Apply quality controls and comprehensive knowledge about Commercial Accounts Receivable activities to identify discrepancies and resolve them in a timely manner. Provide back-up assistance with reconciliation and business-related activities to ensure Commercial Accounts Receivable daily operational needs are met. Respond to complex inquiries. Maintain record of customer inquiries, interactions and feedback. Invoices. Prepare and enter new invoice requests from departments that do not have access to the Financial Management System (FMS). Maintain an internal tracking list to monitor account status and ensure readiness for billing. Verify pending invoices from departments that have access to enter charges in FMS and approve them for processing. Create and maintain current customer information in FMS. Review documents to determine adequacy or acceptability of information needed. Payments. Prepare daily payments for cashiering deposit(s). Verify and post the deposit(s). Reconcile and run payment reports. Other office duties include maintaining departmental filing, assisting with the collection processes, backup for generating and distributing finalized invoices, and performing other related duties as assigned by Accounting Specialist supervisor/Associate Bursar.

Minimum required qualifications include a high school diploma or equivalent. Any one or combination totaling three (3) years (36 months) from the following categories: college coursework in business administration, communications, public relations or a closely related field 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) responsible work experience in customer services, public relations, office administration, business and financial operations, healthcare administration or other closely related experience.

Knowledge, skills, and abilities include knowledge of principles and processes for providing customer and personal services. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of clerical and office procedures and systems such as word processing, spreadsheet software, managing files and records, designing forms, and managing inventory. Skill in understanding written sentences and paragraphs in work related documents. Skill in managing one's own time and the time of others. Ability to communicate information and ideas in speaking so others will understand. Ability to listen to and understand information and ideas presented through spoken words and sentences.

Preferred qualifications include a bachelor's degree, two (2) years experience in customer services, public relations, office administration, business and financial operations, healthcare administration or other closely related experience. Detail oriented. Ability to analyze accounts and make component decisions. Proficient in Excel, Word and Financial ERP Systems.

Regular office-related tasks on a daily basis.

Anticipated appointment start date is 7/16/26. Percent of staff year is 1.00. Standard hours per week is 37.50. Working hours are Monday-Friday, 8 am-4:30 pm, one-hour unpaid lunch. Salary is $35,100.00-$39,214.50 annually; NIU offers a robust benefits package. Hourly or semi-monthly pay rate/range is $18.00-$20.11 hourly. Employment is contingent upon passing a criminal background investigation.

Application procedure: 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. 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. 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. Please monitor your e-mail for further information regarding your application. Emails will be generated from View email address on click.appcast.io and View email address on click.appcast.io. Please add these emails to your address book to ensure timely delivery of any future communication. Illinois residency required within 180 days of the hire date. 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.

Required documents include resume/curriculum vitae, cover letter, and list of at least 3 professional references. Optional documents include transcripts (unofficial with official required at hire), military discharge documents only (DD214/DD215/NGB22/DD256), and other.