Office Assistant IV

This position provides advance-level clerical, administrative support and related work as required to the Education Department and its professional staff. It requires good writing skills, attention to detail, good judgment and discretion. Incumbent will support conferences/meeting planning, to include budget development. A working knowledge of AFSCME administrative policies and procedures is desirable.

DUTIES:

• Answers incoming calls, screen calls, route calls or take and deliver messages. Place calls as requested. Handle routine requests for information. Assist with primary phone coverage for managers. Check/manage the department’s voicemail and email.
• Updates department staff directory, Affiliate Education Directors list, all Education databases, Committee lists, and Education Google groups.
• Supports all Education Department programs, meetings, committees, and Facebook. Assists in the coordination of logistics for meetings and conferences.
• Prepares, creates, and drafts documents and correspondence for final form. Finalize and proofread correspondence.
• Prepares and process invoices for payment to vendors according to the approved budget and specific meeting guidelines. Prepares Purchase Orders for payment in PN3. Record all payments in the department budget spreadsheet. Acquires checks from the Accounting Department, and maintains check records by copying, mailing, logging into budget spreadsheet and filing in proper budget books.
• Prepare TAs in Apptricity for department staff as needed.
• Creates/produces tables, documents, flyers and charts.
• Schedules and hosts web meetings via Zoom, Teams and other similar technology.
• Creates Doodle Polls, schedules appointments, conference calls and meetings when required. Creates Survey Monkey if needed.
• Manages distribution of mail (open, date stamps, and sorts).
• Manages files: sorts, stores, retrieves, and maintains files. Archives and updates log book.
• Copies/scans documents. Regularly checks fax machine for document distribution.
• Orders supplies for the department and meetings.
• Provides administrative support to all Education Department staff.
• Performs other related duties as assigned.

REQUIREMENTS:

Education and Experience:

High school or equivalent with a minimum of three (3) years of office experience plus general knowledge of office and organizational procedures or any equivalent combination of education and experience which provides the following knowledge, skills and abilities:

Skills:

• High level proficiency in MS Office Suite, Enterprise, as well as other databases.
• Ability to use MS Outlook, including the calendar program, and perform accurate data entry into databases.
• Excellent knowledge of office and organizational procedures.
• Basic knowledge of office equipment such as reproduction, telephone and fax machines.
• Must be able to independently complete assignments and work under pressure to meet tight schedules. Sufficient written and oral communication skills to exchange routine information.
• Strong ability to proofread documents and compose correspondence.
• Communication skills sufficient to exchange routine information.
• Ability to establish and maintain effective working relationships.

**A Skills Assessment may be required of all candidates.**