Customer Service Representative (344)

Position Summary

The Office of the Bursar seeks a Customer Service Specialist to manage Commercial Accounts Receivable. The role processes invoices, maintains customer accounts, prepares payments, and supports internal departments and external vendors.

Essential Duties and Responsibilities

• Customer Service, Research and Troubleshooting
  • Provide customer service to outside vendors, staff, and NIU departments via phone, in person, or electronically.
  • Answer routine inquiries from customers to clarify invoices, statements, and account past‑due notices, following current policies and procedures.
  • Apply quality controls and comprehensive knowledge of Commercial Accounts Receivable activities to identify discrepancies and resolve them in a timely manner.
  • Assist with reconciliation and business‑related activities to meet daily operational needs.
  • Respond to complex inquiries.
  • Maintain records of customer inquiries, interactions, and feedback.
  • Process new invoice requests from departments without access to the Financial Management System (FMS).
  • Maintain an internal tracking list to monitor account status and readiness for billing.
  • Verify pending invoices from departments that can 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
  • Assist with the collection processes.
  • Backup for generating and distributing finalized invoices.
  • Perform other related duties as assigned by the Accounting Specialist supervisor/Associate Bursar.

Minimum Required Qualifications

• High school diploma or equivalent.
• At least 18 months of college coursework in any discipline or equivalent experience in a professional office setting.
• Responsible work experience in customer services, public relations, office administration, business or financial operations, healthcare administration, or closely related field.

Knowledge, Skills, and Abilities

• Knowledge of principles and processes for providing customer and personal services.
• Knowledge of the structure and content of the English language, including grammar and spelling.
• Knowledge of clerical and office procedures and systems such as word processing, spreadsheet software, managing files and records, designing forms, and inventory management.
• 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

• Bachelor’s Degree.
• Two years of experience in customer services, public relations, office administration, business or financial operations, healthcare administration, or a closely related field.
• Detail oriented.
• Ability to analyze accounts and make component decisions.
• Proficiency in Excel, Word and Financial ERP Systems.

Appointment and Compensation Details

• Standard Hours Per Week: 37.5
• Working Hours: Monday – Friday, 8:00 am – 4:30 pm (one‑hour unpaid lunch)
• Illinois residency required within 180 days of hire.

Equal Employment Opportunity

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 or mental), marital status, veteran status, sexual orientation, gender identity or 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.

ADA Accommodation

NIU is committed to ensuring that recruitment and application procedures provide full opportunities for applicants with disabilities. Employees who require accommodations may contact the Office of A&E O at Visualizzare la mail su click.appcast.io.