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Clerk Typist 2

Position Number:00220-13-67
Location:Departments of Marketing and Finance
Other Information:Permanent, Full-Time (37.5 hours per week)
Supervisor: Sharon Coombe, Administrative Assistant 2
Date Posted:August 12, 2013
Last Day to Apply:August 26, 2013 prior to 4:30 p.m.
Contact Person:Kristina Wood - Human Resources – (570) 389-4933 - kwood@bloomu.edu
Rate of Pay:Pay Range 3 $13.88 - hourly $1041.00 - biweekly

Essential Elements of Position:

Serves as Secretary to the Department of Marketing and Department of Finance.

Primary Duties and Responsibilities:

Open, reads and routes mail; prepares outgoing mail according to University Mailroom guidelines. Files original copies of sensitive incoming mail and provides a working copy to the recipient.

Answers and screens telephone calls and takes information and messages for the Department of Marketing and Department of Finance.

Independently compose routine correspondence for signature of the department faculty.

Monitor department course enrollments and prepare spreadsheet of enrollment statistics. Inform chairperson of any discrepancies.

Monitor students expecting to graduate and place “HOLDS” on records of students required to complete senior audit.

Monitor departmental budgets using SAP and place all purchase requests for the departments. Maintain and reconcile monthly purchasing card statements.

Schedule and attend department meetings to take minutes for distribution.

Collect and process student graduation applications and inform students of evaluation.

Perform search and screen clerical activities. Make certain that appropriate clerical duties are satisfied in relation to Affirmative Action guidelines and procedures. Type, duplicate, and distribute ads, encumber funds in budget. Prepare all necessary paperwork for candidates to travel and ensure reimbursement.

Receive and record advisee files, assign advisors, and distribute files for approximately 650 students.

Process and schedule advisement of transfer and readmitted students. Obtain records and assign advisors.

Update faculty on rules/procedures regarding student advisement and registration.

Post schedule of classes each semester to aid students and faculty.

Answer general questions regarding the College of Business which cannot be answered by the receptionist.

Maintain files of records, reports, correspondence, forms, etc.

Order supplies noting proper vendors, current pricing, and budget allowances unique to the department.

Organize and maintain all Marketing Department and Finance Department faculty members’ vitae and course syllabi.

Type correspondence for Chairperson and faculty as requested.

Prepare master class change forms each semester as necessary and process them through the proper channels.

Maintain records of students within the Minor in Marketing, Career Concentration in Financial Planning, and Minor in Business.

Prepare and distribute Marketing Department Newsletter.

Maintain current data and develop Open House and Parent’s Weekend folders.

Assist students with Internship application procedures and prepare and distribute correspondence.

Reserve rooms for various meetings and activities for faculty.

Arrange for food service for department functions.

Type faculty member’s class observations, recommendations, various correspondence.

Allocate available equipment as requested by the faculty member.

Prepare and process faculty and student travel forms

Serve on various College-wide committee, take minutes, assist committee chair

The Position Purpose and Description of Duties sections summarized above provide a representative listing only and should not be regarded as a complete statement of tasks performed by incumbents of this position. It should be recognized, therefore, that employees may be asked to perform job related duties in addition to those outlined above.

Applicant must possess these skills, knowledge, and abilities or to be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Knowledge of computer hardware and various software packages with expertise in specialized features of software packages.

Ability to make determination on the best resolution to processing problems.

Knowledge of English grammar, spelling and punctuation at level equivalent to that used in writing or adjusting written materials normally consisting of simple sentence structures, one and two syllable words, and punctuation marks for work, number, and sentence separation.

Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.

Skill in typing at a minimum speed rate of 40 works per minute and in the operation of various computers/software packages to produce finished copy of a variety of typing assignments, including charts and diagrams.

Skill in the operation of various computers (especially IBM compatible and Macintosh) and use of related software packages to produce finished copy of a variety of typing assignments.

Ability to transfer information and present it in a modified form according to rules and procedures.

Ability to organize work in a manner which insures smooth processing and accomplishment of priority items on schedule.

Ability to instruct and train others in the operation of computer equipment and use of software packages.

Ability to communicate effectively orally and in writing.

MINIMUM EXPERIENCE AND TRAINING: Six months of experience as a Clerk Typist 1 or completion of a high school business curriculum which included courses in typing and office practices; one year of clerical experience; or an equivalent combination of training and experience.

Applicants will be rated on the following criteria:

1) Experience working in a fast-paced office setting.

2) Experience with office technology and software programs.

3) Ability to prioritize, multi-task or be flexible in the work place.

4) Ability to collect and compile information from a variety of sources.

5) Experience in a diverse environment to deal with individuals requiring a variety of information or service(s), i.e. department chair, faculty, students, parents, or equivalent situations.

Finalist must communicate well and successfully complete an interview.

All applicants not currently employed by Bloomsburg University as a clerk typist must successfully complete a typing assessment at the time of the interview to be considered for this position.

Prior to a final offer of employment, the selected candidate will be required to submit to a background check including, but not limited to, employment verification, educational and credential verification and criminal background check.

Completing this search is contingent on available funding.

Application Procedure: In order to receive consideration, submit a Bloomsburg University Merit Systems Employment Application to the Office of Human Resources and Labor Relations by 4:30 p.m. on the last day to apply. Applications are available in the Human Resource Office, located in Waller Administration Building or may be downloaded from www.bloomu.edu/jobs. Faxed resumes and/or applications will not be considered.

Bloomsburg University of Pennsylvania is committed to providing equal educational and employment opportunities for all persons without regard to race, color, religion, sex, age or national origin.