Senior office assistant job description

• Answer telephones and direct the caller to the appropriate staff member of the Graduate School.
• Greet and direct visitors to the Graduate School.
• Take and retrieve messages for various personnel.
• Provide callers with basic information such as the department address, directions to the Graduate School location, the website, and other related information.
• Receive, open, sort, and forward incoming mail. Date-stamp incoming mail for Graduate Admissions, look up application-related and/or student information in various student databases to include on the documents received by mail. Assist with other related clerical duties such as photocopying, faxing, filing, cutting, labeling, and collating.
• Process student applications for travel funding.
• Monitor the email account pertaining to graduate student travel.
• Assist students and departments via email, phone, and in-person, with inquiries pertaining to the travel funding program.

Major/Essential Functions

Performs clerical duties of a specialized or technical nature, which may be performed in a variety of settings. Responsibilities may include basic bookkeeping, typing, word processing, filing, sorting, posting, verifying, recording, and data coding and processing of moderate complexity. A general understanding of organizational policies and procedures and some expertise in the area of assigned work is required. Duties are performed under direction within established policies and procedures with job performance based upon completion of assigned tasks.

Required Qualifications

Proficiency in written and mathematical processes as may be reflected by the completion of high school or the equivalent. One year clerical experience. Additional education and/or related experience to equal one year may substitute on a year for year basis.

Preferred Qualifications

• Prior experience as a receptionist or other related field.
• Excellent written and verbal communication skills.
• Basic competency in Microsoft applications including Word, Excel, and Outlook.
• Strong organizational and multi-tasking skills.
• Experience with administrative and clerical procedures, as well as using standard office equipment (copier, fax machine, etc.).
• Ability to contribute positively as part of a team, be flexible and willing to help in different areas of the Graduate School as needed.

Occasional Duties

Assist the Enrollment Services staff during the Commencement ceremonies and other Graduate School events (e.g. the annual Fellowship Reception and New Graduate Student Orientation) as needed.

Provides senior level administrative support such as researching process and procedural issues, gathering data and writing reports, coordinating, making arrangements and assisting with other administrative projects to ensure effective division operations.
Essential Functions

1Provides administrative support typically under relatively general supervision within clearly defined guidelines and on assigned projects to assist management.

2 Assist with projects as defined by supervisors, including analyzing findings and making recommendations to provide effective administrative support.

3 Performs secretarial and clerical duties to support a manager or group of managers; answers telephone, takes messages, and schedules appointments.

4 Provides interpretation of processes, procedures and policies of relatively straight forward nature with limited discretion or impact typically within a specific program or interpreting procedures of departmental personnel.

5 Conducts research on assigned subjects, secures materials for use in preparation of reports, composes correspondence and speeches, writes reports, and obtains various documents upon request to assist management.

6 Maintains daily report of activities performed and providing customer service through telephone; researches citizen complaints and performs various administrative and clerical duties and support.

7 Participates in the budget process and reviews expenditures to ensure expenses remain within budgeted limits.

8 Performs any and all other work as needed or assigned.

Minimum Qualifications

EDUCATION:

* High school diploma or GED.

EXPERIENCE:

* Four (4)years of administrative experience involving accounts payable, billing, cashiering/reconciliation, procurement, correspondence, report writing and/or creating/issuing permits.

EQUIVALENCY:

* An Associate degree (or higher) in any field PLUS two (2) years of the required experience will meet the education and experience requirements.

OTHER REQUIREMENTS:

* NO Felony Drug offenses within the last 10 years.
* NOAnimal Cruelty convictions.

PREFERENCES:

* Spanish/English bilingual skills are a plus
* Effective oral and written communication skills.
* MS Word/Excel or similar software.

Supplemental Information

Knowledge and Skills

1Knowledge of correct grammar, spelling, and punctuation.

2 Basic knowledge of public administration.

3 Knowledge of the City's payroll, accounting, or purchasing procedures

4 Ability to use office machines including, copier, fax machine.

5 Ability to maintain records journals and files.

6 Ability to write, clear and accurate reports.

7 Ability to deal tactfully and courteously with the public and other city employees.

8 Ability to handle difficult and unusual situations.

9 Ability to analyze information and develop sound conclusions.

10 Communicating effectively verbally and in writing.

11 Establishing and maintaining strong working relationships.

The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.

For evaluation purposes, acceptable qualifying experience for all positions must have been in a paid capacity unless noted otherwise in the minimum qualifications for the posted position.

Additionally, 30+ hours per week will be counted as full-time employment and will receive full credit for the amount of time employed. A minimum of 15 through 29 work hours per week will be counted as part-time employment and will receive half credit for the amount of time employed.

Posting Details


Position Information


Posting Number

S03958P


Position Title

Senior Office Assistant (S03958P)


Department

Counseling Services


Location

Arlington


Job Family

Administrative Support


Position Status

Full-time


Work Hours

Variable


Work Schedule


Monday- Friday 8:00am-5:00pm.
Possible evening hours Monday-Wednesday; 5:00pm-7:00pm and Saturdays; 12:00pm-4:00pm.


Open to

External and Internal


FLSA



Salary

$33,524


Duration

Funding expected to continue


Pay Basis

Monthly


Benefits Eligible

Yes


Job Summary


Assists in determining the work priority and schedules duties of a section or clerical service unit. Maintains confidential records.


Essential Duties and Responsibilities

• Answer telephones, schedule appointments, provide customer service in a high volume office.
• Collects information pertinent to the unit and reports it to a superior.
• Organizes and maintains filing systems.
• Evaluates incoming mail, reports, requisitions, or inquiries and distributes with instructions for action in special cases.
• Enter personnel data to automated files and maintain database.
• Provides employees with routine information pertaining to status on records.
• Performs other duties as assigned.

Required Qualifications

• High School diploma, One (1) year of secretarial experience or the equivalent experience.
• Use of personal computer and standard office equipment.

Preferred Qualifications


Two (2) years of secretarial experience. Health Services office experience and applications. Familiarity with UTA applications.


Working Conditions



Special Conditions for Eligibility



Working Title



EEO Statement


UTA is an Equal Opportunity/Affirmative Action institution. Minorities, women, veterans and persons with disabilities are encouraged to apply. Additionally, the University prohibits discrimination in employment on the basis of sexual orientation. A criminal background check will be conducted on finalists. The UTA is a tobacco free campus.

Posting Detail Information


Number of Vacancies

1


Desired Start Date



Open Date



Review Start Date



Open Until Filled



Special Instructions to Applicants


Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.