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Clerk Typist 2

Position Number:00220-13-76
Location:Department of Business Education and Information & Technology Management
Other Information:Permanent, Full-Time (37.5 hours per week)
Supervisor: Sharon Coombe, Administrative Assistant 2
Date Posted:October 3, 2013
Last Day to Apply:October 17, 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 the secretary to the Department of Business Education and Information & Technology Management.

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.

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. 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.

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 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 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 committees, take minutes, assist committee chair.

Verify requirements for teacher certification.

Receive reports on students with 65 or more credits without an admission packet and place a “hold” on these students to seek advisement. Review to determine compliance with Policy #3810 (admission, monitoring, and exit criteria), notify chair and student if out of compliance. Monitor students on probation and process reinstatement or dismissal notices when indicated.

Student Teachers and Field Experience – Compile data, contact schools for assignments, verify and/or prepare affiliation agreements, prepare and send letters to Co-op and principal, enter payroll for co-ops into SAP. Maintain an up-to-date data base of all area high schools used for student teaching & field experience placements. Verify Personnel record for each co-op and determine if experienced or inexperienced and input info into Access payroll database. Complete logistics for Co-Op Teacher Dinner.

Penn State Grant –Complete logistics for in-service seminars, oversee and monitor grant account, compile data, proofread, compose layout and design from draft to final format in printing brochure and process bulk mail. Compose letters to publishing vendors. Select and finalize off-campus meeting location site. Prepares seminar contracts for meals, meeting rooms and setup. Coordinate and encumber travel for presenters and faculty, maintain record of participants, collect registration fee, send confirmation/receipt, deposit registration fees. Order A/V equipment for presenters, tabulate survey results, type and distribute evaluations and send thank you letter to all presenters. Prepare final report of each seminar according to the grant contract.

Schedule students in BAS-TL Program at LCCC in coordination with the BAS-TL Coordinator.

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 duty oriented decisions on the basis of well-defined standards and precedents.

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 advise clerical employees on the methods and procedures used in the work area.

Ability to communicate effectively orally and in writing.

Minimum Experience And Training:

Six months as a Clerk Typist; or completion of high school business curriculum which included at least one typing course; or any combination of equivalent experience and training.

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.