Office Associate I, II, or Sr.

Office Support/Clerical Position

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

Salary Grade: 09

Please see Staff Compensation Structure for salary ranges.

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 office assignments for generating letters, reports, making drafts, edits, revisions, printing, and documentation of other materials.

2. Greets and directs visitors when appropriate; resolve routine administrative problems and answer inquiries concerning activities and operations of department/division.

3. Answers telephone, routes calls, takes messages, and provides 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. Establishes, maintains, 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. Sorts, screens, and distributes incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles and operates a variety of office equipment.

7. Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules; makes travel and lodging arrangements, either directly or through travel agencies.

8. Places orders for stock and distribution of office supplies.

9. Performs basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities.

10. Instructs and oversees the activities of student employees performing the same type of work.

11. Performs miscellaneous job-related duties as assigned.

Minimum Qualifications:

Level I: High school diploma. Level II: High school diploma and three years' experience directly related to the duties and responsibilities specified. For promotions, experience must include at least three years at the preceding level. Senior: High school diploma and six years' experience directly related to the duties and responsibilities specified. For promotions, experience must include at least three years at the preceding level. Indicated education is required; no substitutions allowed. When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Preferred Qualifications:

Experience in an office environment.

Knowledge, Skills, and Abilities:

Skills in organizing and coordinating. Ability to maintain confidentiality of records and information. Ability to perform simple accounting procedures. Ability to understand and follow oral and written instructions and procedures. Receptionist skills and ability to maintain calendars and schedule appointments. Ability to create, compose, and edit written materials. Knowledge of supplies, equipment, and/or services ordering and inventory control. Skilled in the use of operating basic office equipment. Skilled in the use of PC and software applications to include records management. Ability to communicate effectively, oral and written.

Working Conditions and Physical Effort:

Position requires incumbent to occasionally stand, walk, handle, or feel objects, tools, or controls; reach with hands and arms; and stoop, kneel, crouch or crawl. The employee must regularly use hands, lift and/or move up to 20 pounds and occasionally lift/or move up to 30 pounds. Work is performed in a typical interior/office work environment. Very limited exposure to physical risk.

Instructions for Applying:

Complete online application and submit resume and cover letter.

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.