What are the responsibilities and job description for the Part Time Academic Support Secretary position at Western Oklahoma State College?
To apply, submit an application that can be downloaded at www.wosc.edu/jobs or picked up in person at 2801 N Main in the Personnel Office.
Qualifications:
Education: Minimum of Associate Degree or Vocational/Technical training in secretarial/office Assistant, Bachelors preferred
Credentials: None
Special Knowledge, Skill, or Ability: Handles receptionist duties; performs bookkeeping, purchasing, and budgeting entries on computer; operates calculator; sets up and maintains filing systems; composes letters and other documents using proper spelling and grammar; types statistical reports and other complex charts.
Knowledge of computers: Ability to use Microsoft Word, Excel, and PowerPoint at an intermediate level. Other office/business machines that are necessary for employees to operate include: copier, calculator, binding machine, scanner, and fax machine.
Training or Experience Required: Minimum of 2-3 years of secretarial or related experience with a strong emphasis on computer skills.
Reports to: Academic Dean
Performance Expectations: This is a part-time position. The incumbent will work 25 hours/week on a nine-month academic schedule. Performance expectations include- Resolves/interprets rules, procedures, and policies to assist customers/students/faculty/staff and to simplify decision-making. Follows health and safety policies/ regulations and works safely. Adheres to departmental rules concerning dress, attendance, leave usage, etc. Uses creativity and initiative to perform work and to solve problems. Cooperates with and assists other employees/work units. Demonstrates a positive attitude towards students, staff, and the public.
Job Goal (Purpose of Position): Performs skilled-level secretarial duties under general supervision to assist with clerical, secretarial, and administrative activities for the Office of Academic Support.
An incumbent in this position will interpret policies and procedures and follow predetermined solutions established by higher-level supervision or operating procedures. Due to the nature of the job and the closeness to the Board of Regents, President, and other Administrators, the incumbent will utilize discretion, ingenuity, and independent judgment. Customer service and political sensitivity are critical.
Contact with Others: An incumbent in this position has regular contact with members of the Administration, Deans/Directors, Faculty, Staff, Students, Business and Community Leaders, and other members of the public.
Essential Job Functions/Performance Responsibilities:
- Types on computer from rough draft. Composes letters. Compiles and assists with preparing and mailing/distributing memos, correspondence, documents, news releases, reports, and other communications. Ensures that documentation is in proper format and punctually and grammatically correct.
- Appropriately receives, directs, and performs simple interviews of visitors and telephone calls providing assistance or technical information concerning policies, procedures, and other details. Sorts and distributes mail.
- Assists students in finding classrooms, academic advisors, and answering general questions.
- Organizes and maintains various files.
- Completes and submits all travel arrangements for the Academic Dean and Academic Advisor and Retention Specialist.
- Maintains calendar for the Office of Academic Support.
- Maintains file and ensures that deadlines are met and reports and other documents are submitted in a timely manner.
- Schedules meetings and ensures all information is gathered and appropriate arrangements are made.
- Maintains and orders inventory of supplies. Handles any bookkeeping or requisition/purchasing tasks. Assists with the security of equipment, supplies, and records. Monitors and maintains a neat and organized office. May maintain office copier.
- May back up other clerical employees as required in their absence.
- Performs other duties as required.
Supervision exercised: An incumbent may supervise work-study students.
Physical/Mental Requirements and Working Conditions: Other than those physical/mental requirements included in the essential functions: Must be able to communicate on the telephone and in person.
Job Type: Part-time
Pay: From $11.00 per hour
Work Location: In person
Salary : $11