Description |
POSITION TITLE
|
Environmental Health & Safety Office Support
|
SCHOOL/DEPARTMENT
|
Environmental Health & Safety
|
SALARY
|
Grade 63
|
FLSA STATUS
|
Non-Exempt
|
REPORTS TO
|
Environmental Health & Safety Director
|
SUPERVISES
|
None
|
WORK WEEK SCHEDULE
|
Monday – Friday
|
WORK HOURS
|
40
|
NUMBER OF MONTHS PER YEAR
|
12
|
POSITION PURPOSE:
Under general supervision, the Office Support performs a variety of clerical, secretarial and general office assistance duties that involve the support of an office operation, program, or work group. Work may include providing direct support to an administrator or administrators. Work involves typing and processing correspondence, reports, forms and other materials related to the department. The Office Support is responsible for screening and routing materials according to content as well as handling a variety of inquiries in person, electronically or my phone.
QUALIFICATIONS:
- Graduation from high school supplemented with coursework in business practices with additional course work in the operation of word processing, spread sheet, and file maintenance computer programs
- A working knowledge of office software including but not limited to: Microsoft Excel, Word, Access, PowerPoint, Publisher, Adobe Acrobat
- A knowledge of office machinery: copy machines, wide-format printer/copier, plotter, fax machines, scanner, and digital camera
- Experience and ability to handle all types of information, including that of a confidential or sensitive nature
KNOWLEDGE, SKILLS, AND ABILITIES
- Considerable knowledge of operations and activities of the department
- Thorough knowledge of and ability to use correct grammar, vocabulary, spelling and punctuation.
- Thorough knowledge of modern office practices and procedures.
- General knowledge of bookkeeping.
- Considerable knowledge of common word processing, spread sheet, electronic mail and file maintenance programs.
- General knowledge of computers and peripheral equipment.
- General knowledge of the principles of organization and administration.
- Skill to operation a computer and office related software programs.
- Ability to general correspondence and reports independently.
- Ability to interact and deal with the public in a professional manner.
- Ability to perform basic bookkeeping tasks.
- Ability to sort and distribute documents.
- Ability to maintain confidential information and use direction and judgement.
- Ability to maintain complete and accurate records and to develop standard reports from those records.
- Ability to learn, interpret and explain policies, regulations and programs.
- Ability to understand and follow oral and written instructions.
- Ability to type accurately at a moderate rate of speed.
- Ability to establish and maintain effective working relationships as necessitated by work assignments.
EDUCATION, TRAINING, AND EXPERIENCE
- High School Diploma/GED
- Experience with providing office support Any equivalent combination of training and experience that provides the required knowledge, skills and abilities
CERTIFICATION AND LICENSE REQUIREMENTS
- Must possess a valid driver’s license issued by the NC Department of Motor Vehicles
PREFERRED QUALIFICATIONS:
- Preferred 3-5 years’ experience in secretarial or clerical work
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Reviews incoming mail/emails to keep informed on status of matters being handled; routes other mail/emails to appropriate departments or divisions; handles routine correspondence and independently prepares appropriate replies.
- Received telephone calls and visitors; gives out detailed information regarding department activities and programs; refers calls or visitors to appropriate team members.
- Maintains departmental records; records transactions and data in journals, ledgers, longs and on special forms; acts as a point of contact for the area served and gives information or refers inquiries to proper personnel.
- Files and retrieves information form an alphabetical, chronological, numerical, or by subject filing system.
- Uses a variety of mathematical formulas; summarizes statistical information; prepares charts, graphs and tables.
- Makes appointments; arranges travel schedules, makes reservations and prepares travel vouchers and expense reports for department supervisors and/or maintenance personnel.
- Processes information using a variety of computer driven word processing, spread sheet and file maintenance programs, which requires use of a variety of complicated formats for preparing correspondence, reports and manuscripts. Work includes responsibility for accuracy of spelling, punctuation and grammar.
- Originates design and layout and types of tabular material, charts, and statistical materials. Summarizes statistics from various sources into comprehensive reports.
- Attends meetings, composes forms, letters, memorandums, reports, procedures and minutes, drafts information and materials for various purposes. Follows through on matters requiring correspondence.
- Maintains contact with departmental personnel regarding office activities and deadlines.
- Maintains data from various sources; performs research for completion of reports; organizes data for analysis; assists in the preparation of special projects and information reports.
- Performs various department specific related work such as: entering work order requests, responding to crisis situations, maintaining budgets, maintaining department payroll…etc.
- May maintain office supply inventories.
- Performs related work as required.
Data Conception
Requires the ability to compare and/or judge the readily observable functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communication
Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.
Language Ability
Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc. Requires the ability to prepare correspondence, simple reports, forms etc. using prescribed format.
Intelligence
Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
Verbal Aptitude
Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.
Numerical Aptitude
Requires the ability to utilize mathematical formulas; to add and subtract; and utilize decimal s and percentages.
Form/Spatial Aptitude
Requires the ability to inspect items for proper length, width and shape.
Motor Coordination
Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.
Manual Dexterity
Requires the ability to handle a variety of office machines, etc. Must have minimal levels of hand/eye/foot coordination.
Color Discrimination
Does not require the ability to differentiate between colors and shades of color.
Interpersonal Temperament
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication
Requires the ability to talk and hear (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.) Must be able to communicate via telephone. |