Perform a variety of diversified clerical duties in support of the department or program; answer phones, files, and scans documents. May also greet visitors and direct customers to a human resources technician.
The Office aide is a temporary hourly employee hired for a special project and/or to support a department or program during high peak times to support the completion of high volume of work. Provides diversified clerical support for an assigned program or function, requiring basic understanding of an office practices. This position will be reduced to no more than 19.5 hours per week.
REPRESENTATIVE DUTIES:ESSENTIAL DUTIES:
- Perform a variety of diversified clerical duties in support of an assigned office including data entry, filing and duplicating materials; distribute, collect and process materials as required.
- Receive, greet and direct visitors; respond to inquiries and provide a variety of general information to personnel, students and the public concerning program or function services.
- Create letters, lists, memoranda, forms, announcements, labels, handouts, notices; compose routine correspondence; proofread completed word processing assignments.
- Serve as receptionist, answering telephone calls and directing calls to appropriate personnel as required; take and relay messages as appropriate; refer visitors and callers to other programs, services or agencies as appropriate.
- Establish and maintain filing systems; review and verify accuracy and completeness of various documents.
- Enter data into an assigned computer system; maintain automated records; generate computerized reports and documents as requested; review input and output data for accuracy.
- Communicate with students, personnel and outside agencies to exchange information and resolve issues or concerns.
- Operate a variety of office equipment including a copier, fax machine, computer and assigned software.
- Schedule and arrange appointments, meetings and other events as directed; maintain office or function calendars and schedules as required.
- Receive, sort and distribute mail as required.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
Modern office practices, procedures and equipment.
Telephone techniques and etiquette.
Record-keeping and filing techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Operation of a computer and assigned software including assigned Microsoft, photoshop and other assigned programs.
Oral and written communication skills.
Interpersonal skills using tact, patience and courtesy.
Perform a variety of diversified clerical duties in support of an assigned office or program.
Answer telephones and greet the public courteously.
Learn program or function objectives, policies, procedures and goals.
Type or input data at an acceptable rate of speed.
Operate a variety of office equipment including a computer and assigned software.
Understand and follow oral and written directions.
Establish and maintain cooperative and effective working relationships with others.
Communicate effectively both orally and in writing.
Communicate in a designated second language as assigned by the position.
Meet schedules and timelines.
Complete work with many interruptions.
Add, subtract, multiply and divide quickly and accurately.
Education & Paid Experience
Any combination equivalent to:
graduation from high school and one year general clerical experience including unpaid internships or student employee experience.
Experience working in a human resources environment is preferred but not required.
Special Instructions to Applicants
Dexterity of hands and fingers to operate a computer keyboard.
Hearing and speaking to exchange information in person and on the telephone.
Sitting or standing for extended periods of time.
Seeing to read a variety of materials.
Bending at the waist, kneeling or crouching to file materials.
Reaching overhead, above the shoulders and horizontally.