Defination

Under direct supervision, performs a variety of routine clerical, reception, and office support functions; performs other related duties as required.

Responsible

TO Appropriate department administrator. May receive assignments from senior support personnel as required.

Recordkeeping Responsible for maintaining office filing and recordkeeping systems; enters, edits, and retrieves data; processes forms such as expenditure claims, employee time sheets, deposit forms, courier distribution logs, mandated cost reports, purchase requisitions and online supply orders; maintains databases, records, confidential files and other related information for department needs.

Document Preparation Produces letters, memos, spreadsheets, and agendas from straight copy, rough draft, or oral instructions; completes forms, requisitions and other documents; submits print requests; prepares pamphlets, flyers, manuals, and handbooks; proofreads assignments for accuracy and completeness.

Communication/Customer Service Answers and routes telephone calls; conveys information both orally and in writing; answers inquiries from parents, staff, students, and other clients regarding departmental rules, regulations, policies and procedures; directs clients to appropriate resources; acts as office receptionist greeting and directing visitors; schedules and coordinates meetings for supervisor; provides materials, and initiates requests for information when required.

Staff Support Coordinates and prepares for meetings and special events by assisting with registrations, payments, and confirmation, reserving rooms, and arranging for refreshments and necessary equipment; duplicates, sorts and distributes various documents; prepares bulk mailings; maintains departmental calendars; coordinates and confirms conference room reservation schedules; sends, receives and distributes faxes and e-mail; sorts, distributes, and redirects mail; maintains inventory of office supplies and orders as necessary; operates standard office equipment.

Other Skills

Accurately type and learn to efficiently use various softwar, communicate effectively effectively in oral and written form, organize and prioritize work, perform basic research and report results, read and apply rules, proofread material and make necessary corrections, learn and follow standard office procedures, earn appropriate filing and recordkeeping systems, select appropriate business formats, proper telephone etiquette and techniques