General Office Assistant III

Administrative Green Bank, West Virginia









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. Two years of related experience w/high school diploma/GED required.  Accounting knowledge highly desirable.




  • Performs a variety of challenging clerical, administrative assignments and book keeping functions, frequently dealing with complex and confidential information.
  • Greets and screens visitors, telephone calls, and incoming mail. Uses judgement to handle inquiries which do not require the supervisor's attention.
  • May perform Shipping and Receiving duties and outgoing and incoming mail duties as well as warehouse functions.
  • Performs miscellaneous office duties, as required. Sends faxes, makes announcements using the internal intercom system, answers the switchboard and maintains the copier log and phone list. Coordinates the controlled deer hunt correspondence. Responsible for coordinating the use and tracking of work vehicles on and off site.  Produces and maintains a log of vehicle use and works with the Plant Maintenance staff to ensure that vehicles are safe and in good driving condition. 
  • Manages the Accounts Receivable within the GBORS system by receiving payments, issuing receipts, issuing invoices preparing reports, and making bank deposits. This work also entails the fiscal aging analysis report and preparing and sending of overdue bill notices.
  • Assists or backs up the shipping and receiving clerk to produce and manages the primary purchase order receivers for the site, working with the Procurement and Fiscal Departments.
  • Reconciles credit cards and all actual receipts to all cash register totals monthly.
  • Investigates and resolves invoicing issues. Reports any unresolved disputes to management for resolution.
  • Other Duties as Assigned.




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.




Position Requirements:



Education:  Requires a High School degree or equivalent. Additional Education in Business or Accounting desirable.

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

Competencies:  Requires good written and oral communication skills and ability to work well with the 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 (Microsoft Office Suite), J.D. Edwards, and computer literacy.  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. Must have the ability to lift and/or move up to 50 pounds.

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


Safety Sensitive

The selected candidate must successfully pass a post-offer, pre-employment/pre-placement drug screen.  Failure to pass the Screen will disqualify the candidate from employment consideration for a period of six months from the date of the results.


Candidates must present proof of Covid 19 Vaccination prior to start date.


 Application Instructions:


Apply online at the Associated University Inc. GBO Careers page; upload CV/Resume and letter of interest. Applications without an accompanying letter of interest will not be considered.


AUI is an equal opportunity employer.  Women, Minorities, Vietnam-Era Veterans, Disabled Veterans, Veterans and Individuals with Disabilities are encouraged to apply.  To view our complete statement, please visit  If you require reasonable accommodation for any part of the application or hiring process due to a disability, you may submit your request by sending an email to [email protected].





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