Administrative Assistant 1/ Administrative Assistant Trainee 1/2

The duties that the incumbent of the vacancy will be expected to perform. Duties Description As the Administrative Assistant 1 / Trainee 1/2 in Academic Affairs, your responsibilities will be: Administrative Assistant 1: full performance level; under the supervision of higher-level staff, performs many support tasks but level of involvement is limited by the tasks being performed or by the size and scope of the program supported. Incumbents usually work for administrators, technical or program staff who generally give some direction in setting priorities and answering questions.This individual will provide direct administrative support for the Facilities Management office.Illustrative TasksAnswers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons.Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.Tracks and coordinates assignments.Sets up and manages paper and electronic filing systems.Uses various information technology applications such as email, database, spreadsheets and word processing applications.Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.Creates, maintains, and enters information into spreadsheets and databases.Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors.Coordinates conferences, meetings, or special events, such as luncheons or graduation ceremonies.Makes travel arrangements for staff.Creates and/or submits travel expense reports for staff.Completes forms in accordance with agency procedures.Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.Locates and attaches appropriate files to incoming correspondence requiring replies.Composes, types, and distributes meeting notes, correspondence, and reports.Provides services to customers, such as order placement or account information.Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.Searches for information using various sources including the internet.Manages projects or contributes to committee or team work.Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.Orders and distributes supplies.Creates conference or event materials such as flyers or invitations.Establishes work procedures or schedules and keeps track of the daily work of clerical staff.May supervise other clerical staff and provide training and orientation to new staff.May take meeting minutes, and/or prepare material from dictation.

The minimum qualifications required for this vacancy. Minimum Qualifications Eligible for appointment from the Administrative Assistant 1 / Administrative Assistant Trainee list, OREligible for reappointment or transfer into the Administrative Assistant 1 / Administrative Assistant Trainee position, OREligible for promotion from the Office Assistant 2 (Keyboarding) position, ORFor Administrative Assistant 1 - Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation,Certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.For Administrative Assistant 1 Trainee - Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

Additional comments regarding the vacancy. Additional Comments To apply visit http://cobleskill.interviewexchange.com/jobofferdetails.jsp?JOBID=185901

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