Administrative Assistant I

Position Summary & Description:

Summary:

Indiana University of Pennsylvania (IUP) invites applicants for an Administrative Assistant 1. This position will provide comprehensive support to the Procurement Services and Central Stores Department.  Day to day responsibilities range from main telephone and receptionist duties, oversight of student employees, incoming requisition processing and outgoing purchase order support.  This individual will also develop and organize periodic reports for the department, the Administration and Finance division, the Office of the President and Council of Trustees.  The Administrative Assistant will work with the Director of Procurement Services and Central Stores on strategic initiatives such as Right to Know compliance, diversity and records management.  To be successful the right candidate should have working knowledge of SAP, office systems, Microsoft applications, enjoy the challenge of working in a self-directed, cooperative environment and can tactfully communicate across a diverse community involving students, coworkers, customers and management.

Work Schedule: Monday - Friday, 8:00 am - 4:30 pm

This is beginning level staff work performing varied assignments for an administrative superior.

An employee in this class is responsible for performing a variety of administrative staff assignments, which include analyzing administrative or staff operations and procedures, developing and recommending work standards and procedures, conducting research and studies, preparing reports of findings and recommendations, and performing occasional public relations and liaison duties. Assignments usually require familiarity with the functions of the agency in which the incumbent is employed, but accomplishment in a specific technical field is not required. Since all positions in this class involve a staff relationship to an administrator, supervision over other employees is not normally exercised. Assignments are carried out under the supervision of the administrator, and work is reviewed through conferences, reports, and evaluation of results.

Examples of work:  

• Studies and analyzes operational procedures; prepares detailed and comprehensive reports of findings and recommendations.
• Carries out various administrative research assignments; conducts research and studies in connection with the development and evaluation of agency programs.
• Performs occasional public relations duties; assists in the preparation of news releases and speeches.
• Reviews and replies to routine correspondence; disposes of other administrative details as directed.
• Assists administrative superiors in establishing and maintaining cooperative working relationships with other governmental agencies.
• Assists in the preparation of budget estimates and other fiscal and statistical reports.
• Performs related work as required.

The above duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Position Qualifications:

Required Knowledge, Skills and Abilities:

• Some knowledge of the principles and practices of public administration.
• Some knowledge of the principles of governmental accounting, statistics, and public personnel administration.
• Some knowledge of the sources of information, methods, and techniques used in administrative research.
• Ability to carry out, with some supervision, staff assignments requiring the organization of material and development of procedures.
• Ability to conduct studies and analyze contributing to the development of sound operational procedures.
• Ability to speak and write effectively.
• Ability to establish and maintain effective working relationships with administrative officials, other employees, and the general public
• Minimum Education and Training
• Training may have been gained through graduation from a four (4) year college or university or
• Equivalent combination of experience and training.