Office Services Associate II

Wayne State University; Detroit (MI); On-site; USD 32,000 - 39,000; Full time

Job summary

Wayne State University is seeking an Office Services Associate II for its Detroit campus. The role involves routine clerical tasks, reporting, and basic bookkeeping to support an academic unit. You will also handle reception duties, scheduling, records management, and supervision of clerical staff.

The position requires a high school diploma and may involve progressive clerical experience. It offers full-time hours in a university environment with normal office conditions.

Qualifications

• High school graduate with some progressive clerical or secretarial experience or an equivalent combination of education and/or experience.
• Experience providing functional supervision or work leadership is desired.
• Strong organizational, communication and basic bookkeeping abilities.

Responsibilities

• Compile and provide reports or information regarding personnel or activities of an assigned unit.
• Perform typing tasks including grants, manuscripts and routine forms.
• Receive, direct and screen calls and relay messages timely.
• Perform basic bookkeeping using FAS, internal billing or GBS; process billings and track expenditures.
• Schedule meetings, travel, and reserve classrooms and media equipment.
• Maintain and update unit records for accuracy.
• Monitor office supply inventory and place orders as needed.
• Process time reports and payroll actions; review timesheets for accuracy.
• Provide supervision to clerical staff and train personnel as required.
• Carry out other related duties as assigned.

Skills

Organizational skills

Effective communication

Typing speed/accuracy

Basic bookkeeping

Education

High school diploma

Job description

Office Services Associate II

Wayne State University is searching for an experienced Office Services Associate II at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

Job Purpose
Perform a variety of routine clerical and general office duties in an assigned academic or administrative unit in a School, College, Division or Center/Institute of the University.

Essential Functions
(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.)

• Compile, calculate and provide reports, statements or information regarding the personnel or activities of an assigned unit, e.g., summary of travel expenses, status reports of program applicants and academic examination score reports.
• Provide typing duties of a standard and non-standard nature in support of an assigned unit of the University. Compose straight forward correspondence, type grants and manuscripts as well as routine University forms.
• Perform receptionist duties to ensure messages and correspondence are relayed in a timely and accurate manner. Receive, direct and screen calls; take messages.
• Perform basic bookkeeping duties requiring the use of the Financial Accounting System (FAS), internal billing systems or the General Billing System (GBS). Prepare and process billings; track requisitions and expenditures; receive and post payments.
• Perform scheduling duties as required by assigned unit. Schedule meetings and appointments, make travel arrangements and reserve classrooms and media equipment to assist with the punctual and efficient operation of events, seminars, and courses.
• Maintain, modify, and update the record of an assigned unit. Retrieve and compile information and purge files in order to provide current and accurate data.
• Monitor and keep inventory of office supplies and forms and place orders as needed to maintain appropriate supply levels.
• Prepare and process time reports and payroll actions. Review and correct timesheets and exception reports to assist with the accurate and timely payment of University personnel.
• Provide functional supervision to clerical support personnel. Assign and review work. Train in appropriate methods and procedures.
• Perform related work as assigned.

ADDITIONAL COMMENTS
This level of Office Services Clerk involves routine work which is moderately complex in nature, and which allows the position incumbent to choose the most appropriate procedure to follow in order to complete an assignment. Supervision is available to assist on work not clearly covered by standard procedures and functional supervision is typically provided to clerical support personnel. Although this classification is at the same level of a Secretary II, not enough of the traditional secretarial duties are expected of position incumbents to warrant a classification in the secretarial hierarchy. This classification reports to and receives work direction from a professional or management level position.

Qualifications:

MINIMUM QUALIFICATIONS
Education High school graduate with some progressive clerical or secretarial experience or an equivalent combination of education and/or experience.

Experience
- Experience providing functional supervision or work leadership desired.

Knowledge, Skills, and Abilities
- Good organizational skills.
- Ability to communicate effectively with others.
- Ability to perform basic bookkeeping duties.
- Ability to type with speed and accuracy, including medical, legal, or bilingual terminology.
- May be required to use transcription skills.
- Typically, incumbents have held lower-level clerical and/or secretarial positions.
Working Conditions
- Normal office environment.

School/College/Division:

H25 - Computing & Info Technology

Primary department:

H4241 - Facilities Operations Zone 1

Employment type:

• Regular Employee
• Job type: Full Time
• Job category: Staff/Administrative

Funding/salary information:

• Compensation type: Annual Salary
• Hourly rate:
• Salary minimum:
• Salary hire maximum: $35,683

Job openings:

• Number of openings: 1
• Reposted position: No
• Reposted reason: None (New Requisition)
• Prior posting/requisition number:

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.