Administrative Clerk -Substitute

Posting number: 0807-2024

Department: Student Financial Aid

Job classification: Administrative Clerk

Posting type: Open

Categories: Administration, Telecommunications, Business, Communications

Summary

Under general supervision, performs a wide variety of general clerical and office support duties in accordance with clearly-defined procedures and protocols; prepares and proofreads documents; greets visitors and explains general departmental policies, procedures and requirements; maintains information in manual and electronic systems; performs routine financial clerical duties and other related duties as assigned.

Supervision

Works under the direct supervision of the department manager.

Does not directly or indirectly supervise other employees but may provide work direction to student workers and/or temporary employees.

Examples of duties

The following duties and responsibilities are typical of those performed by employees in this classification.   

• Performs clerical and office support duties related to the administration of departmental programs and activities.
  • Prepares a wide variety of forms and documents manually or using office equipment.
  • Greets and assists employees, students, and/or the public in person, on the phone, on the computer or through other means of communication; takes and transmits messages or, if appropriate, refers inquiries to other individuals or offices; schedules appointments; accepts applications for programs or services; sorts and distributes mail.
  • Provides customer service in a calm, helpful and effective manner; responds to questions and provides information regarding assigned departmental activities or functions; searches for, obtains and explains routine information regarding department rules, regulations, policies, procedures and administrative operations; assists with the completion of forms; may issue transportation passes, verification letters, certificates or other documents; receives program applications and provides basic program eligibility information.
  • Develops and maintains logs and records pertaining to office operations; sorts, codes, files and retrieves correspondence, vouchers, forms, and other materials using standard alphabetical, numerical, or other manual and computerized filing systems; searches databases and record systems to gather, compile and report information.
  • Gathers, compiles, maintains and processes routine financial and/or numerical records related to departmental administrative and/or academic operations; verifies and makes entries and notations in manual or automated systems; searches records and provides information and basic reports to management and/or other staff as required.
  • Computes, collects and may receive monies and fees; performs basic mathematical computations and calculations; maintains basic ledgers, accounts, spreadsheets and/or databases; orders, receives, stores, issues and delivers supplies, books, materials, and equipment; maintains office inventories. 
  • May assist in coordinating departmental special events.
  • Attends meetings and trainings as assigned; may prepare meeting materials and take meeting notes.
  • May prepare flyers and informational materials regarding departmental events.
  • May review and/or prepare time sheets, attendance records and other routine employment-related documents.
  • May assist in updating departmental websites.
  • May provide work direction to student workers or temporary employees.
• Performs other related duties as assigned.

Qualifications

The education, training and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties. 

Education and Experience:

High School Diploma or equivalent.

One (1) year of clerical or office administrative experience.

Licenses/Certifications/Other Requirements: 

None.

Knowledge of:

• Clerical methods of data organization, collection and reporting.
  • Standard office practices or procedures.
  • Standard office software and modern office equipment.
  • Standard formats for business letters and other communications.
  • Methods of filing information using