Office Associate

Position Function:


Performs a variety of basic to complex office support and/or secretarial duties for a specified unit/department, which require a range of skills and knowledge of organizational policies and procedures.


Salary Grade : 09


Please see Staff Compensation Structure for salary ranges.


Department Profile:


Please review the departmental website at teal.msstate.edu


Essential Duties and Responsibilities:


1. Performs a wide variety of clerical duties which could be confidential in nature; operates personal computer to perform basic to complex typing assignments to include: enter data, draft, edit, revise, and print letters, tables, reports, and other materials.
2. May greet and direct visitors, when appropriate; resolve routine administrative problems and answer inquiries concerning activities and operations of department/division.
3. May answer telephone, route calls, take messages, and provide general information.
4. Performs a range of staff and/or operational support activities; may serve as a liaison with other departments on basic administrative and/or operational matters.
5. May establish, maintain, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
6. May sort, screen, and distribute incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles, and operates a variety of office equipment.
7. May arrange meetings and conferences, schedules interviews and appointments, and perform other duties related to maintaining one or more individual schedules; makes travel and lodging arrangements, either directly or through travel agencies.
8. May order, stock, and distribute office supplies.
9. Performs basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities.
10. May instruct and oversee the activities of student employees performing the same type of work.
11. Able to schedule, plan, and take comprehensive minutes of monthly faculty meetings.
12. Having a working knowledge of graduate records, forms and policies.
13. Coordinate the collection and publishing of the semester class schedules.
14. Able to cross train with departmental staff to gain knowledge of all departmental operations.
15. Performs miscellaneous job-related duties as assigned.


Minimum Qualifications:


Education: High school diploma


Preferred Qualifications:


1. Familiar with Banner and Slate
2. Establish and maintain a departmental database in MS Access and spreadsheets in MS Excel.
3. Ability to build macros for east data entry3
4. Strong technical skills to meet the needs of the department.
5. Experience (yrs.): Four to six years clerical or office setting.


Knowledge, Skills, and Abilities:


1. Organizing and coordinating skills.
2. Ability to maintain confidentiality of records and information.
3. Ability to perform simple accounting procedures.
4. Ability to understand and follow specific instructions and procedures.
5. Receptionist skills.
6. Ability to maintain calendars and schedule appointments.
7. Ability to create, compose, and edit written materials.
8. Knowledge of supplies, equipment, and/or services ordering and inventory control.
9. Skill in the use of operating basic office equipment.
10. Records maintenance skills.
11. Word processing and/or data entry skills.
12. Ability to communicate effectively, both orally and in writing.


Working Conditions and Physical Effort


* Work is normally performed in a typical interior/office work environment.
* No or very limited exposure to physical risk.
* No or very limited physical effort required.


Instructions for Applying:


Applicants must apply online by completing the application, attaching a cover letter and resume, and include at least three professional references with complete contact information


Equal Employment Opportunity Statement:


Mississippi State University is an equal opportunity institution. Discrimination is prohibited in university employment, programs or activities based on race, color, ethnicity, sex, pregnancy, religion, national origin, disability, age, sexual orientation, genetic information, status as a U.S. veteran, or any other status to the extent protected by applicable law. Questions about equal opportunity programs or compliance should be directed to the Office of Civil Rights Compliance, 231 Famous Maroon Band Street, P.O. 6044, Mississippi State, MS 39762, View phone number on click.appcast.io.


What do I do if I need an accommodation?


In compliance with the ADA Amendments Act (ADA), if you have a disability and would like to request an accommodation in order to apply for a position with Mississippi State University, please contact the Department of Human Resources Management at tel: View phone number on click.appcast.io or View email address on click.appcast.io .


If you have any questions regarding this policy, contact the Department of Human Resources Management at View phone number on click.appcast.io or View email address on click.appcast.io . Upon request, sections of this job listing are available in large print, and readers are available to assist the visually impaired.