Assistant I, ALS

PURPOSE AND SCOPE:

Under direct supervision, performs standard administrative duties for multiple individuals or customers.  Activities are routine and may be repetitive.  Basic duties may include receiving and logging information,  making copies, sorting and distributing mail, preparing correspondence or basic documents, answering routine questions and inquires, providing information and directions and providing a customer friendly environment.

ESSENTIAL JOB FUNCTIONS:

• Act as backup switchboard/PBX Operator for the System Office – answers all calls received at the main switchboard and assists callers by responding to basic questions and forwarding calls to appropriate parties.

• Correspond with campus libraries via e-mail to submit requests for Interlibrary Loan materials.

• Update Interlibrary Loan borrowing and lending transactions on OCLC.

• Resubmit all unfilled Interlibrary Loan requests on OCLC.

• Assist in searching and producing Interlibrary Loan requests on OCLC.

• Correspond and produce invoices regarding outstanding Interlibrary Loan material.

• Process incoming Interlibrary Loan materials, including the preparation of book straps, periodical slips, and the placement of material in bins for distribution.

• Process outgoing Interlibrary Loan materials, including the typing of mailing labels and book straps and the packaging of material for shipping.

• Maintain Interlibrary Loan paper files.

• Perform physical processing of some books and non-print, including: verifying accompanying paperwork; property stamping; attaching labels, targets, pockets, and plastic jackets, placing finished materials in bins for distribution to Libraries.

• Perform physical processing of some paper serials (periodicals, newspapers, and indexes), including: attaching targets, writing issue date and volume number on label, placing in bins for distribution to Libraries.

• Act as backup and resource person for sorting and distributing U.S. and District courier mail.

• Provide assistance with other departmental tasks as needed.

KNOWLEDGE, SKILLS, EXPERIENCE:

Required:

• High school diploma or equivalent.
• Excellent interpersonal skills.
• Working knowledge of general office practices and procedures.
• Working knowledge of MS Word, and MS Excel.
• Good organization and communication skills.
• Accuracy in details.
• Reliability, and ability to work without direct supervision.
• Ability to handle sensitive and/or confidential matters in a professional manner.
• Work both cooperatively and independently in a team-oriented environment.
• Backup switchboard operator for the District.
• Ability to interact with others in a professional manner.
• Requires excellent problem solving and communication skills to resolve material related problems affecting the Libraries, and Interlibrary Loans.
• Moderate physical effort required to lift resources (approximately 20 lbs).

Preferred:

• Associate’s Degree.