Temporary Office Assistant

4 months ago

Redlands, United States University Of Redlands Full time

Definition of Classification:

The Temporary Office Assistant provides administrative support as needed. This position is established to hire and manage temporary personnel who can be placed on temporary assignments throughout the University for a limited time. The University has created a temporary applicant pool to help departments fill a temporary need within various departments.

This position is not intended to serve in any one assignment for longer than six (6) months but may be extended up to one (1) year. The University makes no guarantees or commitments of providing continuous work and eligibility for subsequent assignments and is contingent on satisfactory performance of past assignments. Incumbents in these positions will gain experience which may provide them with skills sets that are at times sought for vacant entry level positions at the University through a competitive recruitment process.

Some positions require flexibility to work evening and weekend hours as well as the ability to travel, as required, and will be noted on the job posting.

Employment is at-will and assignments can be terminated at any time, with or without cause.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

Typically, types, files, sorts, and processes materials; processes and maintains records; composes and edits reports and correspondence; gathers information; provides information to student, internal and external community; receives and records payments; operates a variety of equipment, including, but not limited to, computers, duplicating machines, and calculators; and prepares and completes a variety of forms and documents. Assists the public, students, administrators by referring them to sources of information, giving out standard forms, explaining how to complete them, and answering requests for information by consulting various available sources. Maintains informational or operational records; answers telephone and assists callers by providing information, taking messages, or routing calls to others. Posts data, types, encodes, and transmits alphanumeric and numeric data from source documents; keys in commands to locate files; enters, stores, retrieves, and deletes information to update records and/or databases. May verify the accuracy of information entered, and correct errors in transmission. Serves as a receptionist and schedules appointments. Performs other related duties and special projects as assigned.

Qualification Guidelines

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education:

Required

High School diploma. Minimum one year of clerical experience. Skill to type 40 words per minute may be required. A valid California Class C CA drivers’ license with a good driving record is required.  Note: Out-of-state licenses are valid until appointment. A valid California Class “C” driver’s license must be obtained within ten (10) days of appointment (in accordance with CA Vehicle Code 12505c).

Preferred

Completion of business courses from an accredited college or university in a closely related field.

Knowledge and Skills:

Knowledge of correct grammar, spelling, and punctuation. Knowledge of office procedures, including preparing correspondence and reports. Knowledge of indexing, and cross-referencing methods. Knowledge of equipment used in information processing. Excellent verbal and written communication skills. Understand and follow written and oral instructions. Basic knowledge of mathematics. Ability to prioritize tasks, meet deadlines and work independently and with minimal supervision in a fast-paced environment with changing priorities. Proficiency in computer skills using Microsoft Office Suite including Excel, Word, and PowerPoint. Ability to operate standard office equipment. Ability to work cooperatively with co-workers, supervisors, and with on and off campus contacts. Ability to recommend appropriate courses of action within established guidelines. Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives. Ability to exercise independent judgment and initiative. Deliver great customer service. Ability to work effectively with confidential information. Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff. 

Physical Requirements/Working Conditions:

Working Conditions:

Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort. Requires flexibility to work evening and weekend hours as well as the ability to travel, as required.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; climb stairs; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.

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