General Office Assistant III

Administrative Green Bank, West Virginia


Description

                      General Office Assistant III (updated)

 

 

 

 

 

Job Number:

4332

 

 

 

Secondary Job Title:

 

 

 

 

Number of Openings:

1

 

 

 

Job Type (Employment Type):

Direct Hire

 

 

 

Internal Posting Begin Date:

4/16/2018

 

 

 

Internal Posting End Date:

4/20/2018

 

 

 

State/Province:

West Virginia

 

 

 

City:

Green Bank

 

 

 

Location:

United States

 

 

 

 

 

 

 

 

Job Schedule:

1.0  FTE

 

 

 

Duration:

At-will

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Position Description:

Performs any combination of senior level clerical duties requiring general knowledge and application of various complex work methods and procedures. Illustrative duties may include, but are not restricted to, writing, typing, or entering information into computer to prepare correspondence or reports; preparing, issuing, and sending out receipts, bills, policies, invoices, and statements; conducting limited research; operating various office machines; opening and routing incoming mail, answering correspondence, and prepares outgoing mail; answering telephone, conveying messages, and running errands; filing, sorting, stamping or numbering forms by hand or machine; and photocopying documents. Three years of related experience w/high school diploma/GED required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Performs a variety of challenging clerical and administrative assignments, frequently dealing with complex and confidential information which may include but are not limited to:

 

General Office Duties:

Greets and screens visitors, telephone calls, and incoming mail. Uses judgment to handle inquiries which do not require the supervisor's attention.

 

May perform Shipping and Receiving duties and outgoing and incoming mail duties.

 

Performs miscellaneous office duties, as required. Sends faxes, makes announcements using the internal intercom system, answers the switchboard and maintains the phone list. Works as photographer on special occasions. Organizes the yearly flu shot, health fair and other activities as part of the Wellness program at the site. Coordinates the controlled deer hunt correspondence.  Produces invoices for all lodging and event activities.

 

May aid in coordinating the use and tracking of work vehicles on and off site, including producing and maintaining a log of vehicle use. Works with the Plant Maintenance staff to ensure that vehicles are safe and in good driving condition.

 

Tracks and distributes building and lodging keys in accordance with applicable screening requirements.

 

 

 

GENERAL OFFICE ASSISTANT II - Page 2

 

Scheduling Duties:

Responsible for scheduling all group and individual site visitors, including 40-foot groups, and coordinates all visitor requests between all involved divisions utilizing GBORS software, personal computer-based and telephone communications.

 

Aids in the coordination of SPOT presentations, local outreach efforts and educational events.

 

Acts as point of contact for visitor questions, parental communications, and site workshop involvement.

 

Ensures strong communication with all necessary divisions to support scheduled activities (EPO, Housekeeping, Cafeteria, Café, etc).

 

  Plans, schedules, and communicates itinerary for all field trips, group tours, and others.

Arranges room reservations for visitors and conference rooms as necessary, aids in the scheduling of cleaning and maintenance of rooms, and coordinates and assigns lodging for visitors and staff.  Maintains housing leases for on-site staff.  Updates and maintains room rate schedules for on-site lodging.

 

Pro-active compliance with AUI, GBO and government safety policies and procedures in own work area is expected. Other duties may be assigned.

 

Position Requirements:

 

Education:  Requires a High School degree or equivalent

Experience:  Three years of related responsible office support experience or an equivalent combination of training and experience.

Competencies: Requires good communication skills and ability to work well with the general public and groups. Reliable, able to work without close supervision. Ability to maintain accurate records. Comprehensive knowledge of standard office practices, procedures, equipment, and administrative techniques; thorough knowledge of business English, spelling, and arithmetic; and the ability to make difficult arithmetic calculations and to set up complex forms and statistical tables. Thorough knowledge of personal computers, including word processing and spreadsheet software (MS Office), J.D. Edwards, and the Internet. Ability to establish and maintain effective working relationships with other employees and the public; ability to understand and follow oral and written instruction; ability to organize and perform work independently in the absence of specific instructions. Thorough understanding of Division functions and Observatory policies; the ability to interpret and apply policies and procedures, and to make decisions in accordance with regulations and established policies.

Additional Requirements:  Must possess a valid driver’s license.

Physical Conditions/Nature of Work:

While performing the duties of this job, the employee typically sits at a desk, uses a personal computer, telephone, photocopier, facsimile, and other standard office equipment; the ability to climb stairs is required. The employee may occasionally be required to work outside around construction equipment. The employee may occasionally drive a vehicle, lift and/or move up to 50 pounds. The employee frequently is required to communicate in person, by electronic mail, and by telephone. Specific vision abilities required by this job include close vision and ability to adjust focus.

 

 

Application Instructions:

 

Apply online at the Associated University Inc. / NRAO / GBO / LBO Careers page; upload CV/Resume and letter of interest.

AUI is an equal opportunity employer (M/F/D/V)