Office Administrator, Mathematics

Title:  Office Administrator                                                   

Classification: Support Staff

Exemption Status/Test: Non-exempt                                  

Job Grade: 4

Department: Mathematics                                                   

Reports To: Department Director

Job Goal:

Provide secretarial assistance for an orderly, efficient, and professional office atmosphere in support of the ESC’s goals and objectives.

Qualifications:

Education:

High school diploma or GED

Experience:

Three years of experience as an office assistant or office manager

Special Knowledge and Skills:

1. Advanced proficiency in the use of software packages related to office operations
2. Excellent organizational, interpersonal, and communication skills
3. Excellent attention to detail
4. Ability to handle and prioritize multiple tasks
5. Ability to exercise initiative, decision making, and maintain confidentiality

Major Responsibilities:

Division Support

1. Collaborate with division-wide support staff to set timelines and prioritize assignments.
2. Identify and implement initiatives to improve the efficiency of the division’s clerical work flow.

Department Director Support

1. Serve as the first point of contact for customers regarding department’s products and services.
2. Assist in preparing applications, contracts, amendments, transfer, and monthly and year-end reports.
3. Collect information and data and organize into tables and graphs
4. Create and maintain requests for leave, service agreements, department calendar, and contact information.
5. Prepare correspondence and reports as instructed
6. Support the director in maintaining an effective and professional office environment.
7. Communicate areas of need to director that may exceed capacity of current staffing in a timely and professional manner.

Department Responsibilities

1. Proofread service agreements and accompanying file for ISO forms and accuracy before submitting to Director to begin approval process and scheduling process.
2. Receive, review, and submit requests from department requiring Director’s approval, such as and not exclusive to professional development session handouts, printing requests, request for leave, time and effort, and technical assistance.
3. Process requisitions, expense forms, direct pays, invoices, purchase orders, and interdepartmental bills; verify all have been assigned to the correct budgets and ensure all necessary paperwork is included.
4. Monitor grant expenditures and related timelines and communicates with appropriate department members about grant expenditures and related timelines.
5. Assist department with travel arrangements.
6. Keep department areas organized, maintain adequate supplies, and maintain current files in an electronic format, according to ISO procedures.
7. Set up new employees with computer, phone, directories, and provide instructions for office protocol.
8. Provide technical assistance and services as specified by any applicable federal grant that funds this position.

Supervisory Responsibilities:

None

Physical Demands/Environmental Factors/ Mental Demands:

Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 15 pounds); may work prolonged and irregular hours; work with frequent interruptions; maintain emotional control under pressure.