Clerical Assistant 2 - Center for Civic Dialogue

Indiana University of Pennsylvania; Indiana (PA); On-site; USD 32,000 - 45,000; Full time

Job summary

Indiana University of Pennsylvania is seeking a Clerical Assistant 2 to support daily office operations, including document processing, data entry, and records management. This temporary grant-funded role ends December 31, 2027, with potential extension based on funding.

The position involves preparing correspondence, maintaining calendars, supervising student workers, and coordinating travel and procurement in a busy office environment.

Qualifications

• Six months of experience as Clerical Assistant 1 or equivalent.
• High school diploma or equivalent.
• Ability to review, format, and manage documents and records.

Responsibilities

• Prepare and format correspondence, reports, forms, and documents.
• Enter data into records, forms, spreadsheets, and systems.
• Proofread and edit documents for accuracy and consistency.
• Serve as initial point of contact; assist the public and staff by explaining procedures.
• Create and maintain tracking, production, and inventory records.
• Assist with travel arrangements and expense reports.
• Maintain staff calendars and schedule meetings.
• Supervise student workers and assign hours.
• Lead routine clerical functions.

Skills

Data entry

Proofreading

Records management

Office coordination

Leadership

Travel arrangements

Education

High school diploma

Tools

Spreadsheets

Job description

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

SUMMARY

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 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 Job Title.

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 for 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

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.