Office Assistant II

Performs a range of essential office support activities for a unit/department, such as answering phones and directing calls, greeting and directing visitors, answering questions, performing routine clerical, data entry, and/or word processing work, and assisting with departmental projects and events.

DUTIES AND RESPONSIBILITIES

Front office support. Answers telephones, routes calls, takes messages, and provides general information; greets and directs visitors; answers routine inquiries; maintains a log of inquiries as required. Responsible for opening and closing administrative office. Knowledge of meeting rooms and media lab operating systems, including AV.

Monitor and manage the CEA and CIVIL email accounts. Opens, processes, and routes incoming mail and packages; distributes correspondence and other material to department staff/faculty/students. Includes package notification prompts for distribution and accepting packages, as well as scanning packing slips into purchase files.

Performs a variety of routine typing assignments as appropriate to the position; may operate a personal computer to draft basic correspondence, department requisitions, data entry, and print letters, labels, reports, and/or other materials. Copies and/or duplicates materials as requested, may oversee the day-to-day operation of the copy machine; may prepare and transmit facsimiles for the unit.

Establishes, maintains, processes, and/or updates hard copy and electronic files, records, and/or other documents. Processes transactions that are routine clerical/administrative and accounting-related in strict accordance with established procedural guidelines as appropriate to the position. Filing and processing reimbursements.

Filing purchase requests. Grant Index Data Retrieval. Check receiving and depositing. Schedule or assist in scheduling department appointments, meetings, room reservations, events, and/or conferences, and course classrooms as appropriate to the position. Order, stock, and distribute office supplies. Office maintenance, which includes cleaning rooms maintained by the department.

Assists with planning and programming for departmental events and other projects. Assists with general lifting and physical activity expected for facilities and event support. Submits university work orders. Assists with printing and office copier operations. Processing key requests and swipe card access forms. Run various routine errands, as required, for the unit/department.

Assists with work order submittals for university-related services. Inventory support. Assists with maintaining and completing departmental forms for processing various transactions. Performs miscellaneous job-related duties as assigned.