Office Assistant, Administration

Definition:Under the direction of the supervisor, perform a variety of clerical functions in support of a department or unit; assist faculty, staff, students and the public answering questions and providing information regarding program or department.Distinguishing Characteristics:The Office Assistant provides clerical functions including answering phones, assisting customers, and providing information. It is distinguished from the Administrative Assistant by the decision making authority and reporting relationship.Representative Duties:Receive and screen telephone calls and visitors; assist customer by answering questions or providing information; refer individuals to appropriate personnel as required; take and distribute messages; perform general clerical duties; type materials; compose flyers; perform data entry; order and maintain supplies; prepare purchase requisitions; monitor expenditures for department; collect appropriate fees and prepare accounting records.Gather, compile and collate statistical information and other data; prepare reports; organize, establish and maintain record keeping systems for correspondence, documents, materials and records; record and log incoming information and follow up on missing or incomplete information; schedule appointments and meetings for supervisor; determine date and time and reschedule as necessary.Accept and process forms, applications and general information requested by individuals; interact with faculty, staff, students and the public; interpret and provide technical guidance on regulations specific to assigned program(s); provide information on policies and procedures of department/work unit activities; handle personnel or administrative forms such as payroll timesheets for office department and forward for processing; may provide direction and oversees work of workstudy students; compose correspondence; copy, mail, fax and distribute materials; receive, open and distribute mail.Other Duties:Perform related duties as assigned.