Staff Assistant I

PURPOSE AND SCOPE:

Under direct supervision, performs standard secretarial and/or minor administrative duties for department employees. May work for one or more individuals. Reports to faculty, professionals and/or supports those positions in a specific department. 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 in addition to providing a customer friendly environment.

ESSENTIAL JOB FUNCTIONS:

• Operates a variety of office equipment, such as a personal computer, printer, photocopier, transcriber, facsimile, scanner, or calculator.

• Progressively utilizes the features of one or more standard business software packages up to the following skill levels:  Word Processing - Inputs and edits standard text for routine correspondence and reports.  Spreadsheets - Inputs and updates data to established spreadsheets.  Database - Enters or edits data to existing database files.

• Opens, sorts, and distributes mail for one or more managers.

• Types and proofreads letters, memorandums, forms, and reports.

• Monitors and orders forms and materials.

• Answers phone; takes messages, and/or redirects callers.

• Maintains and files department documents.

• Responsible for accomplishing own work.

• Responsible for safety and maintenance of own equipment.

• Some positions may assist faculty with preparation of syllabi and tests, prepares and distributes faculty evaluations.

• Some positions may assist in input of semester schedule.

• Performs related duties as assigned.

KNOWLEDGE, SKILLS, EXPERIENCE:

Required:

• High School education or equivalent. 
• Above average interpersonal and communication skills.
• Knowledge of general office practices and procedures.
• Requires basic knowledge of the personal computer, including word processing.
• Ability to maintain office records.

Preferred:

• Prefer six months to one-year secretarial experience or a combination of experience and specialized training.

EQUIPMENT USED:

Uses a variety of office equipment such as a PC workstation running on a LAN in a Microsoft windows environment, calculator, phone and other general office equipment.

CONTACTS:

Internal - Contact with faculty and staff as necessary to carry out the general duties of the position.

COMPLEXITY/EFFORT:

Able to establish and maintain spreadsheets. Ability to perform multiple tasks simultaneously. Must be capable of communicating effectively with individuals from diverse socio-economic backgrounds.

WORKING CONDITIONS:

Work is performed in a typical office environment with minimal exposure to safety and health hazards. Works with light materials requiring little physical effort.

GENERALIZED WORK ACTIVITIES:

1. Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.

2. Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

3. Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

4. Communicating with Persons Outside the Organization - Communicating with persons outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

5. Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

6. Working with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.