Staff Assistant II

PURPOSE AND SCOPE:

Under general supervision, performs standard and some advanced administrative duties. Generally reports to multiple individuals, or may report to a Department/Division Head.  Basic duties may include receiving and logging information, making copies, sorting and distributing mail, preparing correspondence or basic documents, answering routine questions and inquiries, providing information and directions, and contributing to a service-oriented 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 level:  Word Processing: Performs sorts and merges, prints mass mailings, selects font attributes and changes.  Spreadsheets: Designs routine spreadsheets, sets up routine formulas, and prints desired sections.  Database: Sets up new database files and recommends screen improvements.

• Scans mail, arranges in priority order, and distributes to one or more managers.

• Screens calls for managers and responds to routine questions.

• Schedules tentative appointments for approval by manager, and may schedule group meetings per direction of manager.

• Makes routine travel arrangements.

• Coordinates with other administrative, maintenance, or clerical employees in own department or throughout the college to accomplish such routine activities as ordering supplies, Obtaining approvals, and arranging for word processing, document duplication, equipment repair, or travel advances.

• Responsible for safety and maintenance of own equipment; may control or disburse petty cash or monitor expenses charged against department accounts.

• May collect data and perform basic mathematical calculations, including simple addition, subtraction, multiplication, and division.

• Some positions may assist in scheduling and inputting classes into Colleague.

• Some positions may prepare instructor classroom and project materials, including evaluations using Colleague to access test data, student schedules and TASP status.

• Some positions assist students by handling their requests and providing routine information.

KNOWLEDGE, SKILLS, EXPERIENCE:

• High school education or equivalent.
• 3+ years secretarial experience.
• Working knowledge of general office practices and procedures.
• Ability to perform sorts, merges, and mass mailings in word.
• Design spreadsheets, set up routine formulas and print report sections.
• Above average oral and written communication skills.

Preferred:

• Associate’s degree.

EQUIPMENT USED:

PC workstation running on a LAN in a Microsoft Windows environment, printer, photocopies, transcriber, facsimile, scanner, calculator, phone and other general office equipment.

CONTACTS:

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

COMPLEXITY/EFFORT:

Ability to perform multiple tasks simultaneously, meet deadlines and solve routine problems.

WORKING CONDITIONS:

Work is performed in a typical office environment with minimal exposure to safety and health hazards.

GENERALIZED WORK ACTIVITIES:

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

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

• 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.

• Scheduling Work and Activities - Scheduling events, programs, activities, as well as the work or others.

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