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ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, with other duties as assigned.
Provide back-up support and relief for the office including: answering telephones; greeting visitors; providing information; taking messages; informing staff members of callers' needs and requests; and, routing calls and visitors.
Provide clerical support for the purchasing office including: processing incoming and outgoing mail; copying documents; establishing and maintaining files; and, providing typing and data entry support.
Straighten up the front reception area, conference room and file room daily to ensure clean, safe, and professional setting.
Other duties as assigned by supervisor.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
-Microsoft Office Word
-Microsoft Office Excel
-Attention to detail
EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED) required.
Secretarial/receptionist experience strongly preferred.
Earned college credit hours and/or experience working in an educational setting preferred.
KNOWLEDGE, SKILLS & ABILITIES
Ability to type 25 w.p.m.
Proficiency with an integrated administrative system and current software programs.
Knowledge of standard office practices and procedures, including filing.
Proficient use of a multi-line phone system.
Knowledge of rules, standards, regulations, and laws regarding employment and student records.
Strong organizational skills to handle multiple tasks and maintain records in an orderly manner.
Ability to work independently in the most efficient manner with minimum supervision.
Ability to be discrete in handling confidential matters, while complying with privacy regulations.
Ability to maintain a professional appearance and office atmosphere.
Ability to take initiative to recognize and foresee needs.
Ability to support and adhere to University and departmental policies and procedures.
Ability to work effectively with a wide range of constituencies in a diverse community.
Ability to handle multiple tasks, while meeting deadlines.
Knowledge of crisis intervention techniques with the ability to react calmly and effectively in emergency situations.
Ability to read and comprehend instructions, short correspondence, and memos. Ability to compose routine letters and memoranda with proficiency in grammar, punctuation, spelling and word usage. Ability to effectively present information in one-on-one and small group situations to customers, clients, and University employees. Excellent telephone etiquette is required. Strong bilingual-verbal skills of one or more foreign languages preferred.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
PHYSICAL DEMANDS The physical demands described are representative of those that must be met by an employee to successfully perform the essential job functions. Reasonable accommodations may be made to enable disabled individuals to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.