Clerk Typist 2 - Office of the Provost/University College

Position Summary & Description
This position is posted in accordance with the (AFSCME) Collective Bargaining Unit.
Regular Work Schedule: Monday - Friday, 8:00am - 4:30pm
Indiana University of Pennsylvania (IUP) invites applicants for a Clerk Typist 2 in the University College beginning January 2019.
This position supports the work of the University College, which includes serving students in transition, students seeking academic support and students in identified populations such as Student-Athletes and Promising Scholars. The position is key to assisting in outreach to faculty and students in support of student success as defined in Goal 2 of the university's Strategic Plan.
This is moderately complex clerical work involving the typing and processing of documents in a variety of functions. An employee in this class performs clerical work of moderate complexity which requires the utilization of typing skills and the processing of a variety of documents which include the verification of information, performing arithmetic calculations, coding, and assisting the public in completing governmental forms. Work involves the skilled typing of correspondence, reports, transaction, and transmittals, and similar documents as part of the clerical documents processing of an office or functional activity. Work may involve the skilled utilization of specialized equipment. Work involves the responsibility for a significant aspect of a work process, an involved single office activity which is production or control oriented, or other multiple activities which are comparable in scope and complexity. 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 may involve providing training and guidance to new employees and fulfilling a lead worker role for routine clerical operations. Work is subject to periodic changes in operating procedures and requires some adaptability to shifts in work schedule. Employees work with considerable independence within standard operating procedures, however, detailed supervisory guidance and review is received for new or unusual situations and changes in operating procedures and policies.
Examples of duties:
Types letters, reports, contracts, transactions, transmittals, vouchers, itinerary, and agenda 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; types responding correspondence in appropriate format; and proofreads response for grammatical format and substance prior to mailing.
Proofreads varying types of materials to insure that information is grammatically correct, complete, consistent, and adheres to agency rules and regulations.
Types documents to purchase books, supplies, equipment, services, etc. by referring to catalogs, state contract and other sources to obtain prices, specifications, and related information.
Organizes and types materials and sets up formats and layouts for printing booklets, pamphlets, etc. for submission to a publisher or a computer center.
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 inquires relating to the status of certain aspects of an organization's functions.
Determines supply needs and prepares the supply requisitions.
Insures 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.
The above 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
Applicants must successfully complete the University sponsored typing test.
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 simple sentence structures, one and two syllable words, and punctuation marks for word, number, and sentence separation.
Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.
Knowledge of techniques applied in using the English dictionary.
Knowledge of the types, organization, and use of standard office files, logs, forms, and letter, formats.
Knowledge of intermediate arithmetic which involves calculations similar to adding and subtracting common fractions; and multiplying and dividing by two or more digits, whole numbers, or decimal multipliers and divisors.
Ability to understand and follow oral and written instructions which explain multifaceted procedures.
Ability to perform within processing procedures which involve an understanding of multiple aspects and application of varied standards.
Ability to proofread information for conformance with a prescribed pattern or form, to assure the adherence to clerical office methods, or for compliance with specific administrative or procedural rules.
Ability to transfer information and present it in a modified form according to rules and procedures.
Ability to collect and organize material for reports by determining what available information should be included and presenting the information in a prescribe organized format.
Ability to compose straightforward informational correspondence such as transmittals or acknowledgements in reply to request or questions on the work process or related information.
Ability to perform basic arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and multiplying and dividing by one digit whole number or decimal multipliers and divisors.
Ability to instruct and advise clerical employees on the methods and procedures used in the work area.
Ability to organize work and develop effective work methods in an area which involves variable phases of different techniques and procedures.
Ability to make duty oriented decisions on the basis of well defined standards and precedents.
Minimum Education and Training
Six months as a Clerk Typist 1 and educational development to the level of eighth grade; or
Completion of high school business curriculum which included at least one typing course; or
Any combination of equivalent experience and training.
Candidates must communicate effectively and perform well in the interview(s).
Candidates must have the communication skills and cross-cultural abilities to maximize their effectiveness with diverse groups of students, colleagues, and community members.
The salary for this position is determined by the AFSCME Collective Bargaining Agreement. External applicants will be offered the minimum rate of pay for this position which is $29,888.00 annually.
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 is posted consistent with the A-1 Bargaining Unit Agreement notifying:
1) Any Full-time Regular Clerk Stenographer 1 or Clerk Typist 1 employee of an opportunity to submit a bid for promotion to a Clerk Typist 2 position; or
2) Any Part-time Regular Clerk Stenographer 2 or Clerk Typist 2 employee of an opportunity to submit a bid for full-time status; or
3) Any Full-time Temporary Clerk Stenographer 2 or Clerk Typist 2 employee of an opportunity to submit a bid for a Regular Clerk Typist 2 with benefits; or
4) Any Part-time Regular Clerk Stenographer 1 or Clerk Typist 1 employee of an opportunity to submit a bid for promotion to a Full-time Clerk Typist 2 position.
Bidders can submit their interest in this position by replying to supplemental questions on the online job application within 15 days. Bidders are not required to submit a cover letter or resume.
Bid forms must be received no later than December 13, 2018.
You will receive a confirmation email when your bid has been successfully submitted.
All external applicants must submit a cover letter and resume as an attachment via this online application system at https://www.schooljobs.com/careers/iupedu.
Names and email addresses of three references must be provided as part of the job application.
Incomplete applications will not be considered.
Applications must be received no later than December 13, 2018.
You will receive a confirmation email when your application has been successfully submitted.
Please do not fax, mail or e-mail any documentation.
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.
All offers of employment are subject to and contingent upon confirmation of work eligibility and satisfactory completion of all pre-employment background checks.

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