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Employment based visa sponsorship will NOT be considered for this position.
Position Number: 113740
Position Title (Classification Title): Office Specialist 113740
Working Title: Office Specialist
Job Summary: Perform secretarial and/or administrative duties for the Division of Finance and Administration (all departments as needed) with a primary focus on supporting Environmental Health & Safety (EHS), Procurement and Contracts, Emergency Management, and the Vice President’s Office. Facilitates administrative duties such as the successful handling, routing, and execution of correspondence, signature items, calendars, records management, property surveying, electronic filing, routine transactions, and special projects for these and other offices. Disseminates information to the division as needed. Requires working knowledge of the organization. Acts as a confidential assistant in support of the Executive Assistant for overall departmental office processes.
Department Office of Fin & Administration
FLSA: Non-Exempt
Minimum Qualifications: A high school diploma and two years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Position Qualifications: This position requires skills in the following areas: oral and written communication (inclusive of spelling and grammar usage), administrative support, data entry, and computer. Proficient with computer applications and programs such as Microsoft Office suite (Word, PowerPoint, Excel, Visio), Google Workspace (Gmail, Google Meet, Calendar, Drive, Docs, Sheets, Slides, Forms, and Sites), word processing, spreadsheet applications, PowerPoint applications, organizational structure graphics, electronic calendaring, Adobe Acrobat, PDF software, virtual meeting software (e.g. Zoom), and eSignature software.
Preferred Qualifications Adept in customer service concepts, possess the ability to multi-task, code and file documents, and be detail-oriented. Must have the ability to independently carry out administrative functions and make good decisions. Knowledge of university policies and procedures.
Essential Functions / Job Duties:
30% - Supports the Executive Assistant in the Vice President’s Office. Assists in providing administrative support to the Finance and Administration Division (all departments as needed) with a primary focus on supporting EH&S, Procurement and Contracts, Emergency Management, and the Vice President’s Office or where the need for clerical tasks to be fulfilled arises. Assists in the routing of signature items, correspondence, scheduling, filing, copying, scanning, and special projects about these and other areas. - (Essential)
10% - Receives visitors, takes, and relays messages for Finance and Administration Division departments. Opens, sorts, and distributes incoming correspondence. - (Essential)
10% - Maintains proper documentation needed as the support for monthly budget/financial transaction reconciliations for Finance and Administration departmental expense accounts. Maintains the inventory of supplies for the EH&S, Procurement and Contracts, Emergency Management departments, and the Vice President’s Office, as needed. - (Essential)
25% - Responsible for clerical functions relative to the business aspect of Procurement and Contracts. These duties include but are not limited to, filing, scanning, copying, reviewing and organizing documents, and ensuring appropriate documentation is retained for expenses within the department. - (Essential)
25% - Responsible for clerical functions relative to the business aspect of Environmental Health and Safety. These duties include but are not limited to scanning, taking photos of buildings for insurance and FEMA requirement, filing, copying, and assisting with AED and Fire Extinguishers inspections. - (Essential)
Physical Demands:
Physical Requirements: Occasional and/or light lifting required. Limited exposure to elements such as heat, cold, noise, dust, dirt, chemicals, etc., but none to the point of being disagreeable. May involve minor safety hazards where likely results would be cuts, bruises, etc.
Impact of Deadlines: Routine deadlines. Usually sufficient lead time. Variance in work volume, seasonal, and predictable. Priorities can be anticipated. Some interruptions are present. Involves occasional exposure to demands/pressures from persons other than immediate sup.
Standing: Daily
Walking: Daily
Sitting: Daily
Reaching with hands and arms: Daily
Climbing or balancing: Frequently
Stooping: Frequently
Use of hands to handle objects: Daily
Lifting up to 10lbs: Daily
Lifting up to 25lbs: Daily
Lifting over 25lbs: Never
Talking as express or exchange of ideas verbally: Daily
Hearing as perceive sound by ear: Daily
Vision as distinguish colors & depth: Daily
Special Requirements or Considerations of the Job:
This position is eligible for veteran's preference.
This position requires a criminal background screen.
Number of Vacancies 1
Work Hours 8:00am - 5:00pm
FTE 1
Salary Range $31,320
Pay Basis Annually
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(281) 265-2473
