Position Description
Performs responsible and complex duties associated with a specialized function of a section of clerical employees. Duties may be generally described as planning, assigning, coordinating, directing, scheduling, evaluating, verifying, training, and processing of information. Thorough knowledge of policies, procedures, and methods for the area of responsibility is required. Initiative and independent judgments are frequently exercised in formulating procedures or methods, and in program…
coordination. Work is performed under general supervision within University policies and procedures. Job performance is based on overall operational effectiveness.
Major/Essential Functions
- Serves as the receptionist for the CECE department and handles various inquiries and requests, which include welcoming guests, clients, candidates, and other visitors in a professional and friendly manner, determining the purpose of their visit, and directing them to the appropriate person or department.
- Serve as purchasing lead for departmental purchases which includes identifying vendors, processing requisitions, and making purchases using the Procurement Card.
- Responsible for creating and maintaining an excel spreadsheet of all departmental expenditures which is sharable with the Business Manager for accounting purposes.
- Attend procurement meetings to stay abreast of purchasing policy and procedures and travel updates
- Handles incoming and outgoing mail, including sorting, distributing, and preparing shipments.
- Oversee Xerox copy machines use and maintenance. Monitor and replenish supplies as needed Arrange for repairs when equipment malfunctions
- Oversees scheduling and coordinating meetings for conference rooms 209 and 108 bookings.
- Assist the department with various data entry projects, filing, photocopying, and scanning.
- Responsible for reconciliation of procurement card transactions for department Administrative Coordinators and Unit Manager, and maintaining processes and proper supporting documentation as needed (i.e., food forms, missing receipt forms, vendor hold forms, account authorization forms)
- Assist Business Manager with undergraduate and graduate onboarding
- Serve as Key Management System Coordinator. Implements electronic key requests and hard key requests for the CE building, including requests for electronic access through outside doors. Regularly monitors key activity
Required Qualifications
A minimum of a high school diploma or the equivalent. Three years progressively responsible clerical experience. Additional education and/or related experience to equal three years may substitute on a year for year basis.
Preferred Qualifications
Experience with budgeting, and basic accounting principles.
