Office Support Associate- Continuous Post

Description

Employees in positions allocated to this level of the series work under general supervision and in support of an office or of a organization.

They perform office support tasks requiring knowledge of general office and departmental procedures and methods, the ability to operate a variety of office equipment, and the ability to operate computer systems using word processing, database, and software packages.

This listing does not represent an actual vacancy; rather open recruitment allows interested persons to submit materials for future vacancies within this classification.

Examples of Duties

Employees in this title typically -

• screens calls and visitors for a department / unit; determines needs and personally handles routine inquiries, requests, or problems;
• maintains office area including keeping displays, bulletin boards, and electronic message boards up-to-date;
• reviews department / unit incoming mail, responding to routine items and distributing remainder to other appropriate staff;
• coordinates and schedules package / freight shipments;
• keyboards documents such as correspondence, reports, manuscripts, and similar materials with responsibility for determining the format and correcting errors in grammar and syntax;
• transcribing and / or recording narrative material in final form;
• maintains a calendar(s) for a designated member(s) of the unit staff, scheduling meetings and appointments when given general instruction and making changes as needed;
• apprises a designated member(s) of the unit staff of upcoming events and gather related information / materials; makes travel arrangements from a predetermined schedule;
• creates, updates, revises, and retrieves files, records, and department contacts / LISTSERVs, which may involve indexing and cross-filing;
• responsible for maintaining adequate, accurate, and accessible information, including confidential materials;
• tracks, orders, receives and distributes office supplies;
• bills, receives, and records payments; prepares receipts and deposits; maintains records of unit fiscal transactions;
• monitors and provides updated information for the website;
• creates agendas, attends meetings, transcribes and distributes meeting minutes and agendas to participants;
• assists with periodic inventory checks and / or updates; assists with payroll records submissions and various human resource activities and procedures;
• collects, compiles and organizes information for recurring reports, and composes brief, narrative reports with responsibility for accurately stating factual information gathered from a number of readily available sources;
• assigns and reviews work performed by other office or administrative employees of same or lower level;
• collects student assignments or proctor exams in absence of faculty;
• performs duties listed in lower level of this classification series;
• performs other related duties as assigned.

Qualifications

• 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.