Clerical Assistant 2

Please see Special Instructions for more details.
For full consideration, applications must be received by March 22, 2024.
Finalists for this position must communicate well and successfully complete an interview process.
Completing this search is contingent upon available funding.
Posting Details Posting Details Posting Number S142 Classification Title Clerical Assistant 2 Working Title Clerical Assistant 2 Department Exceptionality Programs Home Campus Bloomsburg Bargaining Unit AFSCME - Agreement Work Location Home Campus Position Type Staff Temporary/ Permanent Permanent Full-time/ Part-time Full-Time If Part-time, specify percentage (Examples: 0.
75; 0.
50; 0.
25) Benefits The Pennsylvania State System of Higher Education provides a comprehensive package of employer benefits to eligible employees and their enrolled dependent(s), which include*: Medical and prescription drug benefits.
Generous retirement plans, two options: Alternative Retirement Plan (ARP) State Employees’ Retirement System (SERS) Tuition benefits for employees and dependents.
Paid time off.
Employer-paid dental and vision benefits.
Employer-paid life insurance.
Voluntary insurances and additional retirement programs.
*Specific benefits may vary based upon university, employee group and/or collective bargaining unit.
Visit: https://www.
passhe.
edu/inside/HR/syshr/healthcare/Pages/Summary-of-Benefits.
aspx for additional information regarding benefits.
To be eligible for most benefits, you must be a permanent, full-time employee (including temporary, full-time faculty with at least an academic year contract) or a permanent, part-time employee (including temporary, part-time faculty with at least an academic year contract) who is scheduled to work every pay period for at least 50% of full-time hours.
Start Time 8:00am End Time 4:30 pm Hours Per Week 37.
5 hours per week Days Worked (Check all that apply) Mon, Tues, Wed, Thurs, Fri Salary $34,621.
00/annual in accordance with the AFSCME CBA Anticipated Start Date as soon as possible Anticipated End Date N/A Position Summary Information Position Purpose The incumbent serves as the secretary and office/clerical support for the chairperson and faculty of the Department of Exceptionality Programs, and will be working closely with the Dean’s Office, College of Education and Human Studies.
Description of Duties Responsible for the daily coordination of office/clerical activities within the department.
Assist chair in preparing online Master Schedule from the Registrar’s office for spring, summer and fall for undergraduate and graduate programs.
Assist the chair in preparing annual budget requests by compiling prioritized lists and enter data for budget request submission to the Dean of the College of Education and Human Studies (CEHS).
After approval, notify chair of budget status, maintain records of expenditures and encumbrances; monitor budget status and make budget transfers as necessary.
Prepare and submit purchase requests, verify vendor cost, receive goods/supplies and distribute appropriately.
Responsible for department purchasing card, monitor purchases using the card, reconcile department account, process receipts and paperwork to the Dean’s Office, CEHS for review.
The CEHS Dean’s Office will then forward to accounts payable.
Responsible for processing food and miscellaneous requests.
Maintain inventory of office supplies including maintenance of office equipment using on and off campus sources.
Monitor incentive accounts, make purchases, submit PRs, encumber and submit travel approval requests and educational expenses; maintain accurate records and provide faculty with account information.
Coordinate resolutions for students as needed with individuals from the Offices of the Dean, Registrar, Student Teaching Placement, Graduate Studies, etc.
Maintain calendar for the chair, coordinate and monitor scheduling appointments, meetings, and tasks; screen phone calls and schedule rooms for meetings as necessary.
Receive and handle sensitive phone calls and personal contacts from students and parents; resolve or refer matter to the appropriate individual.
Monitor, update and maintain department and committee files in a confidential manner.
Files include course syllabi, faculty evaluations, CAEP/PDE requirements, etc.
Interview and select student workers; instruct students in department tasks, policies, rules, procedures, and proper use of equipment; assign and checks work; verifies and approves hours entered into ESS.
Monitor student budget, calculate and request transfer of funds through the Dean’s Office, CEHS.
Serve as coordinator and provide oversight for Graduate Assistants.
Notify students of assistantships granted, assign students to faculty and notify both of the assignment, monitor work if necessary, provide information on office policies, procedures, proper use of equipment and graduate payroll procedures.
Process assistantship applications through the Graduate Studies Office, monitor for paperwork omissions, and serve as the contact for graduate assistants throughout their assistantship.
Request banner reports for Exceptionality Programs education students on probation, anyone admitted into the education program with a GPA below 3.
0, and pre-teacher Exceptionality Program education students with a GPA below 3.
0.
Compare and cross reference previous to present list to determine if students meets probationary status or has attained a 3.
0 and is no longer on probation.
Provide the list to the academic advisors for action and prepare status letters for the chair’s signature for each student.
Track data for three semesters before student loses eligibility to remain an education major.
Review to determine compliance with CEHS Policy 3.
0 (admission, monitoring, and exit criteria – Initial Programs), notify chair and student if out of compliance, monitor students on probation and process reinstatement or dismissal notices when indicated.
Assist faculty and students with scheduling and overrides of students into approved class(es), assist chair in monitoring course enrollment, prerequisites, overrides, and petitions to cover overload credits.
Assist or instruct faculty in the use of banner or CU systems.
Assist faculty in scheduling undergraduate/graduate students into off-campus courses at multiple locations.
Assist chair with orientation meetings for incoming freshmen and transfer students by compiling materials and documents for Teacher Education packets and providing general departmental information (deadlines, procedures, forms, registration, etc.
).
Assign faculty advisors.
Consult with the chair and check student schedules against requirement sheets; change schedule based on faculty directive.
Attend departmental meetings and take minutes and disseminate departmental information to the faculty and final, approved minutes to the Dean’s Office, CEHS.
Provide clerical support, type letters, memos, agenda from handwritten drafts or notes; duplicate materials and departmental forms as needed.
Maintain student files for undergraduate and graduate programs.
Serve as the contact for Navy Hall’s once daily mail delivery; open and distribute mail to the appropriate mail box; respond to routine requests or route to the appropriate individual.
Serve as clerical support to all conferences sponsored by the Department.
Provide/type content for the website and forward to the website team for posting, create/fulfill speaker contracts, process registration, coordinate scheduling of rooms/meals for conference, monitor/fulfill invoices.
Decision Making Makes independent decisions within standard operating procedures on routine matters; prepares responses for department chairperson approval on non-routine matters.
Fiscal Responsibility Maintains records of expenses and encumbrances from departmental and incentive budget allocations on SAP.
Provide timely information to the chairperson for budget planning and periodically advises the chairperson of departmental budget status.
Supervisory Responsibility Acts a lead supervisor for work study students by assigning and checking work.
Reviews and approves time submission for all departmental student workers.
Often oversees the work of graduate assistants in the absence of the faculty member.
Minimum Requirements Profile Six months as a Clerical Assistant 1; OR Graduation from high school; OR an equivalent combination of experience and training.
This position requires keyboarding skills to meet standards for speed and accuracy.
Preferred Qualifications Applicant Rating Criteria Knowledge, Skills & 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 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.
Skill in using a typewriter console at a minimum speed rate of 40 words per minute.
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 prescribed 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 instruct and advise clerical employees on the methods and procedures used in the work area.
Ability to organize and prioritize 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.
Ability to operate office and mail processing machines such as the adding machine, photo-copier, postage meter, and instruct others on their use.
Knowledge of and ability to use various software packages such as Word, Excel, etc.
is preferred.
Essential Functions 1.
Sitting – 80%; walking – 10%; standing – 10% 2.
Working indoors – 95% and Outdoors (for errands) – 5% 3.
Frequent lifting of objects weighing less than 5 pounds 4.
Occasional lifting of objects weighing 25 pounds.
5.
Reaching for objects at, above and below shoulder 6.
Occasionally twisting at waist, and stretching to reach objects 7.
Basic math skills and reading skills including understanding written documents 8.
Writing skills in preparing and organizing documents 9.
Sensory skills, i.
e.
visual, hearing, and speaking 10.
Keyboard skills Posting Detail Information Open Date mm-dd-yyyy 03/01/2024 Close Date mm-dd-yyyy Open Until Filled Yes Special Instructions to Applicants For full consideration, applications must be received by March 22, 2024.
Finalists for this position must communicate well and successfully complete an interview process.
Completing this search is contingent upon available funding.
Background Clearances Offers of employment are conditional, pending successful completion of the background clearances mandated by Act 153 of 2014 and Board of Governors Policy 2014-01-A: Protection of Minors.
In order to qualify for a provisional appointment, the Applicant Acknowledgement Consent Form, Provisional Hire Form, Pennsylvania State Police and Justifacts portion of the clearance process must be successfully completed prior to your start date.
The remaining PA Child Abuse History Clearance and FBI Clearance must be successfully completed and returned as soon as possible within the first 90 days of employment.
Diversity Statement At Commonwealth University we recognize our responsibility to continuously support a living, learning, and working environment that values the diverse contributions from all members of our campus community.
Our commitment to diversity, equity and inclusion enriches our campus community and is instrumental to our institutional success.
Commonwealth University strives to cultivate a campus climate that allows all members to embrace diversity, equity and inclusion as we achieve success both in and out of the classroom, in our work responsibilities, and in our professional lives beyond Commonwealth University.
We uphold our commitment to DEI by: • Actively supporting and promoting the intellectual and personal growth of our students, inside and outside of the classroom.
• Providing workshops, trainings, programs designed to broaden the knowledge and understanding of diversity, equity and inclusion within our campus community.
• Ensuring that all learning and living environments throughout our campus are welcoming and capable of serving all individuals.
Title IX/Clery The University prohibits any form of discrimination or harassment on the basis of sex, race, color, age, religion, national or ethnic origin, sexual orientation, gender identity or expression, pregnancy, marital or family status, medical condition, genetic information, veteran status, or disability in any decision regarding admissions, employment, or participation in a University program or activity in accordance with the letter and spirit of federal, state, and local non-discrimination and equal opportunity laws, such as Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Age Discrimination in Employment Act, the Americans with Disabilities Act and ADA Amendments Act, the Equal Pay Act, and the Pennsylvania Human Relations Act.
The University also complies with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crimes Statistics Act, as amended by the Violence Against Women Act (VAWA).
Title IX prohibits retaliation for asserting or otherwise participating in claims of sex discrimination.
VAWA imposes additional duties on universities and colleges to investigate and respond to reports of sexual assault, stalking, and dating or domestic violence, and to publish policies and procedures related to the way these reports are handled.
The University has designated the Title IX Coordinator (Jennifer Raup, Elwell Hall, ORL, 570-389-4808, jraup@commonwealthu.
edu or titleixcoord@commonwealthu.
edu), to coordinate the University’s compliance with Title IX and VAWA and to respond to reports of violations.
The University has directed the Police Department to coordinate the University’s compliance with the VAWA-related Clery reporting requirements.
Additionally, inquiries concerning Title IX and its implementing regulation can be made to the U.
S.
Department of Education, Office of Civil Rights, Region III, The Wanamaker Building, 100 Penn Square East – Suite 505, Philadelphia, PA 19107; Phone: (215) 656-6010; Fax: (215) 656-6020.
About Commonwealth University of PA The Power of Three Bloomsburg, Lock Haven and Mansfield universities have joined forces to boldly transform higher education in our region and beyond.
While we are uniting as Commonwealth University of Pennsylvania, you can expect a college experience that is anything but common.
We’re Honoring our History by preserving the founding principles of each campus and continuing our vibrant on-campus student experience, serving as pillars of our communities, supporting students and our neighbors alike.
We’re Investing in Today by answering the greatest challenges facing higher education: accessibility, cost, quality, and relevance through the combined strength of our storied institutions.
We’re Building a Powerful Tomorrow by boldly changing the trajectory of public education to position ourselves for growth, increased access, and to meet economic and workforce development needs in our region, across Pennsylvania and beyond.
Quick Link https://commonwealthu.
peopleadmin.
com/postings/1729 Applicant Documents Required Documents Resume Cover Letter Optional Documents