Administrative/ Clerical Substitute Pool

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Answers a multi-line telephone and serves as receptionist to staff, students, and the public.
• Answers inquiries, makes appointments and provides information concerning standards, procedures and programs.
• Establishes and maintains a positive image of the department to staff, students, and the public.
• Performs clerical and typing work related to the office to which assigned.
• Maintains confidentiality of information processed or received during the course of performing assigned duties.
• Establishes and maintains files as directed.
• Distributes, monitors, and receives documents for filing.
• Posts alphanumeric information to records, making arithmetical computations and securing information from clearly indicative sources.
• Provides information and assistance related to department or program services, requirements and operations.
• Composes routine correspondence.
• Prepares reports, documents, forms and other related materials.
• Prepares educational materials such as, but not limited to tests, handouts, and rosters.
• Reviews, edits, and proof correspondence, reports, documents, and records for accuracy, completeness, and conformance to applicable rules and regulations.
• May assist students and others with completion of forms.
• Affords assistance in arranging and scheduling meetings and appointments.
• May prepare agendas and record meeting minutes.
• May make travel arrangements as instructed.
• Receives and processes document copying orders.
• Prioritizes, processes, packages and distributes completed orders.
• Maintains cleanliness of the document processing room.
• Maintains a supply of materials inventory.
• Requests materials and supplies from internal sources.
• Performs other duties as assigned that support the overall objective of the position.

KNOWLEDGE AND SKILLS

• Requires working knowledge of modern office practices, procedures and equipment including receptionist and telephone techniques and etiquette.
• Requires a working knowledge of computer-aided word processing software.
• Requires knowledge and understanding of the principles and procedures of alphanumeric record keeping.
• Must understand mathematics sufficient to perform columnar calculations, decimals, fractions, etc.
• Requires sufficient English language skills to compose correspondence and review documents for grammar, spelling and punctuation.
• Must have sufficient communication skills to greet and work cooperatively with customers.

ABILITIES

• Requires the ability to perform the duties of the position efficiently and effectively, under general supervision.
• Must be able to learn and understand the policies, procedures, and work routines of the department.
• Requires the ability to operate standard office machines and equipment, including personal computer keyboards, switchboards, copiers, calculators, printers, etc.
• Must be able to organize and maintain records.
• Requires the ability to plan, organize, and complete work to meet established deadlines.
• Requires the ability to communicate with peers and other staff, students, and the public in a manner reflecting positively on the department and College.
• May require the ability to perform work assignments at all College locations.

PHYSICAL ABILITIES

• Requires sufficient hand/eye coordination and manual dexterity to use a personal computer keyboard at 40 wpm from clear copy.
• Requires sufficient visual acuity to read printed material.
• Requires speech and hearing ability to carry on conversations in person and over the phone.
• Requires the ability to reach and pull materials from files and shelves.