Office Specialist II

Under limited supervision, provides advanced clerical support for assigned department or division through office organization, records maintenance, reception, scheduling, and general support for the University’s Institutes. REPRESENTATIVE DUTIES Perform advanced administration and support work requiring detailed field-specific knowledge relevant department assigned. Requests information from and provide information to other departments and outside sources. Greets and assists customers; answers phone and directs calls. Sets appointments, arranging conference rooms and other details as required. Provides faculty with clerical and administrative functions such as: check requests, correspondence, copying, sorts and delivers mail, and makes travel arrangements for department staff. Develops and maintains department record-keeping systems, performing general filing and file retrieval. Assists in maintaining department budget, investigating and documenting variances. Keeps records up to date and reports as required to Finance and own department leaders. Coordinates interview schedules for faculty searches. Provides program-specific support for academic directors. Assists with planning and support for program events, seminars and meetings, 3-4 day Intensives. Answers and directs telephone calls and emails to appropriate parties; greets and provides information to students, faculty, and other visitors; represents academic programs and university as needed. Maintains filing system; creates and maintains confidential and other files through data-base entry; maintains and reconciles basic budget and book-keeping; prepares paperwork necessary for administrative functions such as: textbook orders, desk-copy requests, purchase orders, ordering of office supplies, etc. Coordinates with Information Technology to provide equipment maintenance and operational support of technology. Prepares program communication materials, fliers, posters, and other media. Manages communication with adjunct instructors, including documentation of contact information, preparation of contracts, and notifications regarding courses. Assists with course and classroom scheduling. Takes minutes at program area and university meetings as needed. Provides general upkeep of academic areas, and works with facilities and maintenance departments to maintain the cleanliness and functionality of academic spaces. Helps to create, maintain and organize documents necessary for Institute or program accreditation. Works with other staff across the campus to support APU as a whole. KNOWLEDGE and SKILLS Knowledge of customer services concepts and practices Knowledge of multi-line telephone systems operation. Knowledge of privacy laws and regulations. Knowledge of basic purchasing processes. Knowledge of filing procedures. Skill in operating office equipment. Skill in oral and written communication. Skill in maintaining and updating office and administrator schedules. Skill in establishing and maintaining cooperative working relationships with others. Skill in operating a personal computer utilizing a variety of software applications. MINIMUM EDUCATION QUALIFICATION One year of post-secondary (vocational-technical or college) education in office administration. Equivalent related training, education, or experience may be substituted for education. MINIMUM EXPERIENCE QUALIFICATION Non-supervisory – Five (3) years of skilled office support experience. Equivalent education, training, or similar experience may be substituted for relevant experience. May require experience specific to the department assigned. ADDITIONAL REQUIREMENTS Must possess a current and valid Alaska Driver’s License. #J-18808-Ljbffr