Clerical Assistant 2

Job Overview

The Clerical Assistant 2 will perform moderately complex clerical work to support the Director of Admissions and Student Affairs. Key responsibilities include entering and maintaining data, preparing reports, and ensuring the accuracy and integrity of information systems. The position also involves assisting with daily office functions to keep operations running smoothly. Success in this role requires strong computer skills, attention to detail, and effective communication within a collaborative team environment.

Job duties include:

• Entering, updating, and maintaining applicant and student information in various computer systems and databases; generate reports and assist with troubleshooting as needed.
• Monitor and manage multiple office email inboxes, ensuring timely responses and appropriate routing of messages.
• Drafting, proofreading and editing correspondence, reports, forms, meetings notes, and other documents to ensure accuracy, clarity, and consistency with processing standards.
• Conducting on-the-job training, providing guidance, and reviewing the office’s work for adherence to processing standards.
• Working with other departments to support data initiatives and initiatives that rely on data.
• Assisting with setting up and using new tools and systems that help the office run efficiently.
• Provide backup clerical assistance to other staff members (examples: scheduling meetings, answering phone calls, greeting visitors, meeting preparation, taking meeting notes, filing and maintaining records, and providing general office support).
• Assist with event coordination and meetings with other campus departments.

This role is best suited for someone who can comfortably handle a variety of tasks and make thoughtful, timely decisions to keep things moving smoothly for everyone involved. You’ll also assist students, faculty, and guests with different needs as they come up, so being able to jump in and help right away is important. You’ll also be trusted to find practical solutions to problems on your own. Since the job involves juggling different responsibilities, it’s important to be able to organize your work, set priorities, and prioritize deadlines based on what’s most urgent and important.

The above duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

WORK SCHEDULE:

Monday - Friday
8:00am - 4:30pm

Position Qualifications

MINIMUM EDUCATION AND TRAINING:

• Six months as a Clerical Assistant 1 (commonwealth title).
• or
• Graduation from high school.
• or
• An equivalent combination of experience and training.

PREFERRED KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of SAP, Microsoft Office Suite, Banner, and comfort working with databases.
• 1-3 years relevant work in an academic setting with clerical work.

REQUIRED SKILLS AND KNOWLEDGE:

• Computer Proficiency: Strong skills with basic computer programs, particularly Microsoft Office Suite (Word, Excel, PowerPoint), and other relevant software applications.
• Data Entry Skills: Accuracy and speed in inputting and managing data across multiple systems.
• Attention to Detail: The ability to work independently and meticulously to maintain data accuracy and integrity.
• Candidates must communicate effectively and perform well in the interview(s).
• Candidates must have communication skills and cross-cultural abilities to maximize their effectiveness with diverse groups of students, colleagues, and community members.

The salary for this position is determined by the AFSCME Collective Bargaining Agreement.

Essential Functions

The work of this position occurs in a typical office environment. Although infrequent, periods of heavy exertion may occur. Incumbent must have the following abilities:

• Ability to travel to field locations and meeting/training sites by motor vehicle when required.
• Communicate both orally and in writing to issue, receive and carry out instructions and orders effectively and to convey information to a variety of co-workers and the public.
• Use common office machines such as telephones, calculators, copiers, computer terminals, keyboards, video display terminals, auxiliary printers, and similar equipment.
• Perform manual duties such as lifting and carrying various weight limits.
• Operate office equipment which may require stooping, kneeling, bending, stretching and prolonged sitting or standing.
• Provide assistance and guidance to internal and external customers.

Special Instructions to Applicants

This position is posted consistent with the A-1 Bargaining Agreement notifying:
1. Any Full-time Regular Clerical Assistant 1 employee of an opportunity to submit a bid for promotion to a Clerical Assistant 2 position; or
2. Any Part-time Regular Clerical Assistant 2 employee of an opportunity to submit a bid for Full-time status; or
3. Any Full-time Temporary Clerical Assistant 1 employee of an opportunity to submit a bid for a Regular Clerical Assistant 2 with benefits; or
4. Any Part-time Regular Clerical Assistant 1 employee of an opportunity to submit a bid for promotion to a Full-time Clerical Assistant 2 position
This posting is accepting external applications. If no bids are received, internal applications will be given hiring preference. Indiana University of Pennsylvania (IUP) is committed to fostering a culture of growth and development for its employees. IUP actively encourages qualified internal applications and prioritizes hiring from within the University.
A complete application will consist of a cover letter, resume, names, and email addresses of three references submitted in this online application system at Employment at IUP. Automated reference requests will be generated when the application is submitted by the applicant. You will receive a confirmation email when your application has been successfully submitted. Please do not fax, mail or e-mail any documentation.
All offers of employment are subject to and contingent upon confirmation of work eligibility and completion of a satisfactory background investigation which includes, but is not limited to, Act 34, Pennsylvania Criminal Record Clearance; Act 151, Child Abuse Clearance; and Act 114, Federal Bureau of Investigations (FBI) Criminal Background Checks.
IUP is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity or gender expression.