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Office Assistant 6

Please see Special Instructions for more details.

UAW Posting 9/8/17-9/14/17. External applications will be reviewed after internal applications.

Posting Details

Position Information

Position Title Office Assistant 6
Department Human Resources
Location Lakeshore Center (Houghton, MI)
Position Type Staff
Full-time/ Part-time Full-time
Full-Time Equivalent (1.0=100%) 1.0
Appointment Term 12 Month
Pay Type Hourly Rate
Salary or Hourly Rate Contractual. External candidates will receive the minimum amount. ($12.80)
Shift 1st
Position Duration Dependent on External Funding? No
Title of Position Supervisor Executive Assistant

Position Summary Information

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Description Summary

Perform clerical and administrative support functions for the Human Resources department. Provide excellent customer service to a wide variety of customers. Positively represent the department and respond effectively via phone, in person, and electronic communication to the needs of all customers, including but not limited to, faculty, staff, students, new employees, applicants, and visitors.

Essential Duties & Responsibilities (other duties may be assigned)

1. Greet and assist customers in a friendly, courteous manner.
2. Receive, screen, and route telephone calls.
3. Front-line contact for and maintain the employment verification process
4. Participate in the Cost of Living Index (COLI) survey.
5. Create M-number and User ID’s in Banner
6. Assist with the New Employee Orientation program.
7. Assist with hiring paperwork during New Employee Orientation.
8. Main point of contact for student health insurance program. Receive and process waiver approvals in Banner.
9. Front-line contact for obtaining employment paperwork.
10. Review all Casual Seasonal Short Term Employee paperwork.
11. Submit background checks to vendor and monitor and record results. Data entry completion information in Banner.
12. Process visitor ID requests.
13. Work with Payroll Services to update employee information.
14. Maintain and order office supplies.
15. Maintain office equipment, including scheduling servicing, and ordering supplies.
16. Answer routine questions or provide information on established departmental programs, services or processes.
17. Receive and route mail, including HR drop box, and assist with any department shipping needs.
18. Receive and route Bullard-Plawecki requests.
19. Assist with special projects, functions, and events.
20. Assist as backup Space Coordinator.
21. Assist as backup to Law Room.
22. Assist with data entry in Banner.
23. Other duties as assigned.
24. SUPERVISORY RESPONSIBILITIES: Functional supervision may be exercised over student office assistants.
25. Integrate safety practices into daily activities.
26. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.

Required Education (minimum requirements)

• High school diploma.

Required Experience (minimum requirements)

• Four years’ office/clerical experience.
• Four years’ experience using personal computers and basic software packages including word processing and database/spreadsheet applications.
• Four years’ experience providing excellent service in a customer service role.

Desirable Education and/or Experience
Required Knowledge, Skills, and/or Abilities (minimum requirements)

• Excellent interpersonal, customer service, and written/oral communication skills.
• Demonstrated ability to work effectively with frequent and multiple interruptions.
• Demonstrated ability to learn and follow instruction.
• Demonstrated ability to independently organize and prioritize multiple work assignments.
• Demonstrated ability to work with accuracy and attention to detail.
• Demonstrated knowledge of proper grammar, spelling, and punctuation.
• Demonstrated excellent attendance record and interpersonal skills.
• Demonstrated ability to be flexible and detail-oriented in a rapidly changing environment.
• Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of an office.
• Demonstrated commitment to contribute to a safe work environment.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
• Maintain confidentiality of all information.

Desirable Knowledge, Skills, and/or Abilities
Language, Mathematical, and/or Reasoning Skills

LANGUAGE SKILLS:
Ability read and comprehend simple instructions, short correspondence, and memos, Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems in standardized situations.
Mathematical Skills

Work Environment and/or Physical Demands

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an: employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand; walk and reach with hands and arms. The employee is regularly required to sit; talk or hear; and use hands to finger, handle, or feel an object.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee may regularly be required to lift up to 10 pounds. The noise level in the work environment is usually moderate.
Work Environment

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 3 required training; additional training may be required by the department.
Required University Training:
• Employee Safety Overview
• Anti-Harassment, Discrimination, Retaliation Training
• Annual Data Security Training
Background Check:
Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.

Posting Detail Information

Posting Number 17281
Posting Type Internal & External Posting
Internal Posting Date
External Posting Date 09/08/2017
Open Until Filled Yes
Special Instructions to Applicants (if applicable)

UAW Posting 9/8/17-9/14/17.
External applications will be reviewed after internal applications.

Additional Information

References

Settings

Accept References No
Cutoff Date
Reminder Days
Minimum Requests
Maximum Requests
Applicant Special Instructions
Provider Special Instructions
Confirmation Message To Provider

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have four years of experience using personal computers and basic software packages including word processing, spreadsheets, and databases?
    • Yes
    • No
  2. * Do you have four years’ experience in secretarial or administrative support?
    • Yes
    • No
  3. * Do you have a High School Diploma or equivalent?
    • Yes
    • No
  4. * Do you have four years’ experience providing excellent service in a customer service role?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. Reference List
Optional Documents