JOB SUMMARY
Under direct supervision, provides routine administrative and clerical support to an
individual, office, department or program. Work requires general knowledge of the
organization or program where assigned. Work involves exercise of limited
discretion, minor consequence of error, and operating within well defined
procedures and instructions.
PRIMARY DUTIES
1. Formats, updates and proofreads a variety of documents from materials created by others.
2. Composes and sends routine correspondence following specified procedures or selects
simple form letters in response to routine inquiries.
3. Sets up and maintains simple files. Assists in preparing and administering office
accounts and records. Enters, updates, and retrieves information stored in files
and databases.
4. Opens, sorts, and routes mail.
5. Receives telephone calls and visitors. Answers routine inquiries and takes messages.
Relays messages and instructions from supervisor.
6. Schedules and coordinates meetings and appointments. Makes travel arrangements
following specific instructions and keeps travel itinerary.
7. Gathers material, obtains documents and background information for reports and
other purposes in accordance with specific instructions. Ensures confidentiality
of information.
Note: The intent of this list of primary duties is to provide a
representative summary of the major duties and responsibilities of
this job. Incumbents perform other related duties assigned. Specific
duties and responsibilities may vary based upon departmental needs.
MINIMUM QUALIFICATIONS
EDUCATION: High School Diploma or GED.
EXPERIENCE: One year experience providing administrative support.
OTHER: Applicants may be required to complete the institution's required
skills assessment to be considered. Some positions require specific skills such
as word processing, spreadsheet, presentation, database, email or calendaring
software, and Internet proficiency.
REQUIRED KNOWLEDGE/SKILLS/ABILITIES
General knowledge of and skill in the practical application of generally accepted office
practices and procedures. Ability to communicate effectively both orally and in writing.
Ability to proofread and edit written documents. Skill in various computer software
packages, such as word processing, spreadsheets, database, and presentation programs,
Internet, email and calendaring software. Ability to understand and follow oral and
written instructions. Ability to interact effectively with internal and external
parties in a courteous manner. Ability to plan, organize, prioritize, and execute
multiple and continuing assignments with general instructions.
CONDITIONS OF EMPLOYMENT
N/A
OTHER: Except for qualifications established by law, additional
related experience and formal education in which one has gained the
knowledge, skills, and abilities required for full performance of the
work of the job class may be substituted for the education or
experience requirement on a year-for-year basis with 30 college
credits being equivalent to one year of experience.
