Clerk Typist 3 - INTERNAL BIDDERS ONLY - Professional Studies in Education

Position Summary & Description
Summary
This position is posted in accordance with the (AFSCME) Collective Bargaining Unit:
Indiana University of Pennsylvania (IUP) invites INTERNAL BIDDERS ONLY for a Clerk Typist 3 in the Department of Professional Studies in Education.This position will provide complex clerical and administrative office support and leadership to ensure that the academic and administrative functions of the Department are conducted efficiently and effectively in order to best serve students, faculty, and staff needs. The candidate must be able to formulate and implement data-driven decisions pursuant to best practice and the department's established policies and procedures, work both autonomously and collegially in decision-making process, make independent judgements regarding communication, correspondence, scheduling, budget issues, office management, and student worker supervision. Proficiency in Microsoft Office software and utilizing University programs such as SAP, Ektron, and Banner are essential, as well as the ability to maintain confidentiality and to communicate effectively.
Work Schedule: Monday - Friday, 8:00am - 4:30pm
This is complex clerical work involving the typing and processing of documents in a variety of functions.
An employee in this class performs complex clerical work which requires the utilization of typing skills and the application of independent judgment. Work involves the skilled typing of a variety of letters, reports, contracts, transmittals, vouchers, and agenda in draft and final form and includes responsibility for the format and grammatical accuracy of the material typed. Work involves the responsibility for all aspects of a clerical typing process in an assigned geographic subdivision of functional area such as licensing, taxing, invoicing, or auditing; or the performance of complicated office activities which are control oriented. Work may involve providing secretarial services to one or more individuals in those cases where management has determined that shorthand skills are not required. Work includes all clerical aspects of a complicated work process or activity made up of unpredictable and random input, making choices between different procedures to be followed, and the appropriateness of the information presented for further processing.Work may involve providing training and guidance to new employees and functioning as a lead worker for moderately complex clerical typing operations. Work normally involves making independent decisions concerning the process to be followed, the appropriateness of the information to be processed, and the actions taken. Work schedules and priorities are subject to shifts due to external influences, time frame constraints, or self-imposed priority changes. Work is performed with considerable independence and little review, however, changes in operational standards, procedures, and work policies are discussed in detail with the supervisor prior to implementation.
Examples of duties:
Types letters, reports, contracts, transmittals, vouchers, itinerary, and agendas from handwritten draft, dictated sources, or original source documents into draft or final form.
Reads correspondence in order to become familiarized with contents and determines what procedures to pursue in providing the correct information which is in accordance with any applicable administrative and legal constraints; and types or directs the typing of responding correspondence.
Proofreads varying types of materials to insure that information is grammatically correct, complete, consistent, and adheres to agency rules and regulations.
Prepares and types documents to purchase books, supplies, equipment, services, etc. by referring to catalogs, state contracts, and other sources to obtain prices, specifications, and related information.
Organizes and sets up formats and layouts for printing booklets, pamphlets, etc. for submission to a publishers or a computer center.
Prepares monthly accomplishment such as project name, bid awards, costs, anticipated completion dates, and stages of completion.
Functions as a lead worker by distributing and interpreting work assignments, providing assistance, conducting on-the-job training, and reviewing the work of the unit for adherence to processing standards.
Answers written inquiries relating to the status of certain aspects of an organization's functions.
Gathers information by reading publications and extracting applicable materials.
Determines supply needs for the mail room and prepares the supply requisitions.
Insures that mail delivery schedules are punctual and mail is processed in the most efficient and expeditious manner.
Initiates tracers through the U.S. Postal Service on lost mail or parcel post.
Performs related work as required.
Theabove 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
Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of complex sentence structures; one, two, and three syllable words; and punctuation marks for word, number, sentence, phrase, and clause separation.
Knowledge of the specialized office procedures and practices which relate to the work process.
Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.
Knowledge of the techniques applied in using the English dictionary and referencing technical journals or code books.
Knowledge of the types, organization, and use of various kinds of office files that are organized according to multiple indexing methods; and logs, forms, and letter formats used in consolidating information from numerous sources.
Knowledge of advanced arithmetic which involves calculations similar to adding, subtracting, multiplying, and dividing mixed numbers or complex fractions, conversions of fractions into decimal or percent form, and the use of variable formulas that are selected on a situation or problem basis.
Ability to understand and follow oral and written instructions which explain the work objectives and general guidelines that require independent decision making on the most appropriate procedures to be followed in varied courses of action.
Ability to make independent determinations on the best possible resolution to processing problems.
Ability to develop and set up clerical procedures for the process or office activities performed.
Ability to assemble, organize, and present status information from various source materials concerning the operation of a process or office activities.
Ability to proofread varying types of information for conformance with a prescribed pattern or form, to assure the adherence to instructions and clerical office procedures, to maintain consistency of thought and requirements, and for compliance with specific administrative or procedural rules.
Ability to transfer information from formats which occur in random order and present a modified form according to rules and procedures.
Ability to organize work in a manner which insures smooth processing and accomplishment of priority items on schedule.
Ability to use discretion and judgment in dispensing information which may be susceptible to misunderstanding or misuse.
Ability to instruct and advise clerical employees on the methods and procedures used in a process.
Ability to collect and organize material for reports by determining the information sources, appropriate information, andform of presentation.
Ability to compose correspondence of inquiry or explanation relating to a problem, request, or program need by surveying the nature of the item and determining the course of action to execute the presentation.
Ability to maintain cost, financial tax, or disbursement records and statements that do not involve the use of standard accounting principles by posting, entering, transferring, adjusting, and balancing numerous accounts in the control process.
Ability to perform intermediate arithmetic calculations such as the adding subtracting of whole numbers and decimals; and multiplying and dividing by two or more digit whole number or decimal multipliers and divisors.
Minimum Education and Training
Six months as a Clerk Typist 2, and educational development to the level of completion of high school; or
One year of progressively complex clerical typing experience and completion of high school; or
Six months of moderately complex clerical typing work and completion of a post high school business curriculum; or
Any equivalent experience and/or training which provided the required knowledge, skills, and abilities.
Essential Functions
The work of this position occurs in a typical office environment. Although infrequent, periods of heavy exertion may occur. Incumbent must have the following abilities:
Ability to travel to field locations and meeting/training sites by motor vehicle when required.
Communicate both orally and in writing to issue, receive and carry out instructions and orders effectively and to convey information to a variety of co-workers and the general public.
Use a variety of common office machines such as telephones, calculators, copiers, computer terminals, keyboards, video display terminals, auxiliary printers and similar equipment.
Perform manual duties such as lifting and carrying various weight limits.
Operate office equipment which may require stooping, kneeling, bending, stretching and prolonged standing.
Provide assistance and guidance to internal and external customers.
Follow oral and written instructions.
Special Instructions to Applicants
This position notifies:
1. Any full-time, regularClerk Typist 2 or Clerk Stenographer 2employee of an opportunity to submit a bid for promotion to a full-time, regularClerk Typist 3position; or
2. Any part-time, regularClerk Typist 3 or Clerk Stenographer 3employee of an opportunity to submit a bid for a full-time, regularClerk Typist 3 position; or
3.Any full-time temporaryClerk Typist 3 or Clerk Stenographer 3employee of an opportunity to submit a bid for a full time, regular Clerk Typist 3 position.
4. Any part-time, regularClerk Typist2 or Clerk Stenographer2employee of an opportunity to submit a bid for a promotion to a full-time Clerk Typist 3 position; or
or
5.If no seniority bids are received, the position will be posted for an additional 5 days forall othercandidates to apply.
Bidders can submit their interest in this position by replying to supplemental questions on the onlinejob application within 15 days. Bidders are not required to submit a cover letter or resume.
Bid formsmust be received no later than November 16, 2017. You will receive a confirmation email when yourbid has been successfully submitted.
Please do not fax, mail or e-mail any documentation.
Employees in their probationary period willnot be considered.
Committed to excellence through diversity, IUP is an equal opportunity employer M/F/H/V and is a proud member of the State System of Higher Education.
SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and requirements of the job change. By signing below I am indicating I have read and concur with the above description of my job.
Employee Acknowledgement Signature: ___________________________
Supervisor Review Date and Signature: ___________________________
The signatures in the section above are for use by the supervisor and employee after the bid or position is successfully awarded and does not need to be completed to submit a bid or application through this system.



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