Clerical Assistant 2 - Center for Civic Dialogue

Indiana University of Pennsylvania; Indiana (PA); On-site; USD 22,000 - 30,000; Full time

Job summary

Indiana University of Pennsylvania is seeking a Clerical Assistant 2 to support daily office operations with administrative tasks, data entry, document review, and records processing. This temporary, grant-funded role requires accuracy, organizational skills, and the ability to work with a team.

The position runs Monday through Friday, 8:00 AM to 4:30 PM, and may involve supervising student workers, maintaining filing systems, tracking budgets and procurement records, and assisting with travel

Qualifications

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

Responsibilities

• Prepares and formats correspondence, reports, forms, and other documents.
• Keyboards data and information into records, forms, templates, spreadsheets, tables, systems, and other documents.
• Compiles, compares, verifies, sorts, codes, organizes, and edits data and information.
• Proofreads and edits correspondence, reports, forms, and other documents for grammar, accuracy, and consistency.
• Serves as an initial point of contact; explains procedures to the public and staff.
• Creates and maintains tracking, production, and inventory records and schedules.
• Monitors and processes procurement activities; tracks invoices and payments.
• Arranges travel and prepares travel expense reports for staff.
• Maintains staff calendars and coordinates meetings and rooms.
• Keeps filing systems for documents and records; supports clerical functions.

Education

High School Diploma

Job description

Position Summary & Description

The Clerical Assistant 2 plays a key role in supporting daily office operations through administrative support, document review, and the accurate processing of information and records.

THIS POSITION IS POSTED IN ACCORDANCE WITH THE AFSCME COLLECTIVE BARGAINING UNIT SUMMARY:

This is a temporary, grant-funded position ending December 31,2027, with the possibility of extension contingent upon funding renewal.

Review the PA Specifications for this JobTitle.

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.

ESSENTIAL DUTIES:

• Prepares and formats correspondence, reports, forms, and other documents in draft and final form.
• Keyboards data and information into records, forms, templates, spreadsheets, tables, systems, and other documents and formats.
• Compiles, compares, verifies, sorts, codes, organizes, and edits data and information.
• Proofreads and edits correspondence, reports, forms, and other documents to ensure that information is grammatically correct, accurate, complete, consistent, and adheres to procedures and standards.
• Serves as an initial point of contact; responds to questions and provides assistance to the public and other employees by explaining proper procedures for completing and submitting documents or forms or for requesting services.
• Creates and maintains tracking, production, and inventory records; spreadsheets; and tables.
• Performs mathematical calculations to determine balances, receipts, amounts due, penalties and interest, overpayments and underpayments.
• Processes, tracks, and monitors fiscal data and information involving expenses, budgets, contracts, and grants.
• Processes requests for licenses, registrations, permits, and certifications by evaluating submitted information, reviewing files and records, requesting missing information, and determining if requests meet prescribed standards.
• Hires, trains, and supervises student office workers, distributes and interprets work assignments to student employees, and approves student worker hours.
• Monitors supply inventory; initiates and processes requests to purchase supplies, equipment, and services in accordance with procurement rules and procedures; tracks and reconciles purchasing receipts and records; resolves order discrepancies; and processes invoice payments.
• Makes travel arrangements and prepares travel expense reports for staff.
• Maintains staff calendars, schedules meetings, and arranges meeting rooms.
• Monitors office equipment service time; arranges maintenance, repair, or replacement; and coordinates pick-up and delivery.
• Creates filing systems for the preparation, maintenance, and organization of files and records.
• Provides training and guidance to employees for clerical functions.
• Serves as a lead worker for routine clerical functions.
• Takes notes at meetings and prepares summaries.
• Performs related work as required.

WORK SCHEDULE:

Monday through Friday 8:00 AM to 4:30 PM

Position Qualifications

MINIMUM EXPERIENCE AND TRAINING:

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