Office Associate

Mississippi State University; Mississippi; On-site; USD 32,000 - 42,000; Full time

Job summary

Mississippi State University in Leakesville, MS seeks an office support specialist to perform a wide range of clerical duties, data entry, document preparation, and basic bookkeeping in a confidential environment.

The role requires a high school diploma and about two years of clerical experience; duties include greeting visitors, answering phones, scheduling, records management, and coordinating supplies and travel arrangements.

Qualifications

• High school diploma required.
• Two years of clerical or office experience.
• Education may substitute for experience.

Responsibilities

• Perform clerical duties including typing, data entry, letters, tables, and reports.
• Greet visitors and direct inquiries; resolve routine administrative problems.
• Answer telephone, route calls, take messages, and provide general information.
• Provide staff and operational support; liaise with other departments.
• Establish and maintain files, databases; prepare routine analyses.
• Sort and distribute mail; draft responses; operate office equipment.
• Arrange meetings and travel; schedule interviews and appointments.
• Order, stock, and distribute office supplies.
• Perform basic bookkeeping functions including billing and cash receipts.
• Instruct and oversee student employees performing similar work.
• Perform miscellaneous duties as assigned.

Education

High school diploma

Job description

Position Function:

Performs a variety of basic to complex office support and/or secretarial duties for a specified unit/department, which require a range of skills and knowledge of organizational policies and procedures.

Salary Grade: 09

Please see Staff Compensation Structure or Skilled Crafts and Service Maintenance Compensation Schedule for salary ranges. For salary grade UC, these positions are \"Unclassified\" and salary ranges are determined by the hiring department.

Department Profile:

This position is located in Leakesville, Mississippi at the MSU Extension Greene County Office.

Anticipated Appointment Date:

September 2026.

Essential Duties and Responsibilities:

• 1. Performs a wide variety of clerical duties which could be confidential in nature; operates personal computer to perform basic to complex typing assignments to include: enter data, draft, edit, revise, and print letters, tables, reports, and other materials.


• 2. May greet and direct visitors, when appropriate; resolve routine administrative problems and answer inquiries concerning activities and operations of department/division.


• 3. May answer telephone, route calls, take messages, and provide general information.


• 4. Performs a range of staff and/or operational support activities; may serve as a liaison with other departments on basic administrative and/or operational matters.


• 5. May establish, maintain, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.


• 6. May sort, screen, and distribute incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles, and operates a variety of office equipment.


• 7. May arrange meetings and conferences, schedules interviews and appointments, and perform other duties related to maintaining one or more individual schedules; makes travel and lodging arrangements, either directly or through travel agencies.


• 8. May order, stock, and distribute office supplies.


• 9. Performs basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities.


• 10. May instruct and oversee the activities of student employees performing the same type of work.


• 11. Performs miscellaneous job-related duties as assigned.

Minimum Qualifications:

• Education: High school diploma.


• Experience (yrs.): Two years Clerical or office setting.


• Substitution allowed: Education may be substituted for experience.

Knowledge, Skills, and Abilities:

• Organizing and coordinating skills.


• Ability to maintain confidentiality of records and information.


• Ability to perform simple accounting procedures.


• Ability to understand and follow specific instructions and procedures.


• Receptionist skills.


• Ability to maintain calendars and schedule appointments.


• Ability to create, compose, and edit written materials.


• Knowledge of supplies, equipment, and/or services ordering and inventory control.


• Skill in the use of operating basic office equipment.


• Records maintenance skills.


• Word processing and/or data entry skills.


• Ability to communicate effectively, both orally and in writing.

Working Conditions and Physical Effort

• Work is normally performed in a typical interior/office work environment.


• No or very limited exposure to physical risk.


• No or very limited physical effort required.

Equal Employment Opportunity Statement:

Mississippi State University is an equal opportunity institution. Discrimination is prohibited in university employment, programs or activities based on race, color, ethnicity, sex, pregnancy, religion, national origin, disability, age, sexual orientation, genetic information, status as a U.S. veteran, or any other status to the extent protected by applicable law. Questions about equal opportunity programs or compliance should be directed to the Office of Civil Rights Compliance, 231 Famous Maroon Band Street, P.O. 6044, Mississippi State, MS 39762, [phone].

What do I do if I need an accommodation?

In compliance with the ADA Amendments Act (ADA), if you have a disability and wouldlike to request an accommodation in order to apply for a position with Mississippi StateUniversity, please contact the Department of Human Resources Management at tel: [phone] or [e-mail].

If you have any questions regarding this policy, contact the Department of Human ResourcesManagement at [phone] or [e-mail]. Upon request, sections of thisjob listing are available in large print, and readers are available to assist the visually impaired.