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Responsibility for providing a wide range of clerical and administrative support to various functions within the Human Resources office. This highly organized and customer-service oriented position is responsible for assisting with day-to-day operations in a fast-paced work environment.
Up to 25 hours per week. Must work a flexible work schedule Monday – Friday, between 8am and 5pm as determined by the office. May be required to work an occasional evening or weekend.
1. Serves as administrative assistant to the Director by providing or overseeing reception services, scheduling appointments, meetings, and travel, maintaining calendars, preparing and proofreading correspondence, reports, and other documents, organizing and maintaining paper and electronic filing systems, initiating recurring administrative processes, coordinating projects, and assisting in the completion of reports by researching and gathering required information and preparing reports.
2. Helps the office to achieve its mission by coordinating complex processes, such as working independently to organize processes involving multiple individuals or functions, providing services requiring the use of discretion and independent judgment in making decisions that affect employees or students, and/or working with complex and active financial accounts.
3. Serves as the communication hub of the office by communicating information, collecting and organizing information, making information available to others by mail, email, telephone, and the web, and providing more complex information on processes specific to the department to faculty, staff, students, other departments, and/or the public.
4. Obtains equipment, services, and supplies needed by the department by maintaining an inventory of office supplies, purchasing computers, furniture, office supplies and equipment, determining the appropriate method to pay for goods or services purchased by the department following University policy and procedures, and utilizing the appropriate process.
5. Bills internally or externally for goods or services provided by the department by determining the appropriate method and utilizing University processes.
6. Manages multiple departmental accounts with active purchasing activities by reconciling accounts monthly, maintaining running balances of sub-accounts established within the department, and preparing financial reports. Manage multiple financial accounts with purchasing activities, performing financial monitoring and reporting
7. Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and overseeing the event as it occurs.
8. Assists with employment processes by monitoring and maintaining credential files of applicants, preparing master files for search committees, preparing correspondence to applicants, entering required information into the applicant database, preparing position authorization forms and personnel action forms and monitoring their approval, and assisting new employees with processes associated with employment (completion of Form I-9, obtaining access to network resources, arranging orientation, office space, equipment, services, and supplies, etc.).
9. Supports the administrative business functions of the office by maintaining the website and databases, scheduling the use of conference rooms, and maintaining security of equipment, files, and records.
10. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
11. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.
12. Responsible for assisting with day-to-day operations in a fast-paced work environment.
13. May assign and/or monitor work of a student workers or Graduate Assistants.
14. Supports the office by performing all other duties as assigned.
Education/Experience: A high school diploma or the equivalent and four years of administrative support or secretarial experience or an equivalent combination of education and experience is required. Experience in maintaining, monitoring, and reconciling financial records and accounts is preferred.
Skills: Keyboarding skills are required. A working knowledge of word processing and spreadsheet applications is required. A working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department is required. The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations is required. Effective verbal and written communication skills are required. The ability to train, assign work, and review the work of full- and part-time employees and student workers is required. The ability to maintain departmental financial records and accounts and prepare financial reports is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Review of applications begins immediately and will continue until the position is filled. Apply at http://jobs.missouristate.edu/postings/38321