Clerical Assistant 2 - D2A2

Indiana University of Pennsylvania; Indiana (PA); On-site; USD 32,000 - 42,000; Full time

Job summary

Indiana University of Pennsylvania is seeking a Clerical Assistant 2 to provide comprehensive administrative and clerical support for Disability Access and Advising (D2A2). Responsibilities include processing, maintaining, and managing confidential disability, medical, health, and psychological documentation, as well as supporting departmental operations and direct service functions.

Reporting to the Director, this position collaborates with D2A2 staff to promote efficient service delivery.

Qualifications

• Six months of clerical assistant experience.
• High school diploma or equivalent.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide professional front-office support by responding to inquiries and directing students, parents, faculty, staff, and visitors to resources.
• Coordinate intake, registration, and accommodation processes for disability documentation in compliance with policy and confidentiality.
• Administer accommodation-related services, including plan distribution, testing accommodations, note-taking, and adaptive equipment programs.
• Maintain and securely manage confidential student records, ensuring accuracy and retention compliance.
• Prepare correspondence, reports, and notifications for students and department communications.
• Perform data entry, records tracking, and reporting to support operations and decision-making.
• Supervise student employees including scheduling, training, onboarding, and payroll processing.
• Coordinate office operations, meetings, events, and accessibility-related activities; assist with facilities and maintenance requests.
• Process financial transactions including purchase orders, invoices, and reimbursements.
• Assist with website updates, process improvements, and other administrative duties.
• Perform other related duties as assigned.

Skills

Customer service

Front-office support

Data entry

Records management

Communication skills

Administrative support

Confidentiality

Payroll processing

Education

High school diploma

Job description

SUMMARY:

The Clerical Assistant 2 provides comprehensive administrative and clerical support for Disability Access and Advising (D2A2), contributing to the delivery of accessible and student-centered services. Responsibilities include processing, maintaining, and managing confidential disability, medical, health, and psychological documentation, as well as supporting departmental operations and direct service functions. Reporting to the Director, this position works collaboratively with D2A2 faculty and staff to promote efficient service delivery and support student success.

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:

• Provide professional customer service and front-office support by responding to in-person, telephone, email, and written inquiries, assessing needs, and connecting students, parents, faculty, staff, and visitors with appropriate resources and services.
• Coordinate client intake, registration, and accommodation processes, including the receipt, tracking, and maintenance of disability, medical, psychological, and psychoeducational documentation in compliance with university policy and applicable confidentiality requirements.
• Administer and support accommodation-related services, including accommodation plan distribution, accommodated testing, note-taking services, alternate text services, and adaptive equipment programs.
• Maintain, retrieve, archive, and securely manage confidential student records and documentation, ensuring accuracy, compliance, and appropriate records retention practices.
• Prepare and distribute correspondence, reports, accommodation notifications, student communications, and other departmental materials.
• Perform data entry, records tracking, database maintenance, and reporting functions to support departmental operations, assessment, and decision-making.
• Supervise student employees, including scheduling, training, onboarding, payroll processing, and compliance with departmental and university policies.
• Coordinate office operations, scheduling, meetings, events, and accessibility-related activities; assist with departmental facilities and maintenance requests.
• Process financial and administrative transactions, including purchase orders, contracts, invoices, equipment charges, budget tracking, and reimbursement requests.
• Assist with website updates, publications, process improvements, special projects, and other administrative duties in support of Disability Access and Advising services.
• Perform other related duties as assigned.

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.