Clerk IV (44 week)

Location
Dartmouth MA, MA
Posted
Jul 05, 2018
Institution Type
Four-Year Institution

GENERAL SUMMARY OF POSITION:

The purpose of this position is to provide clerical support for the Dean’s office in the College of Visual and Performing Arts (CVPA).  The duties include typing (computer literacy required), reception (greet visitors and respond to inquiries in person, by phone and electronically), and dissemination of information pertinent to the College. The Clerk IV will have access to a great deal of information about Departmental functions, faculty, staff and students; maintaining confidentiality is critical.

Follows the University’s best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of the student population.

 DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

  • Serves as first point of contact for CVPA Dean’s Office on the Main Campus in Dartmouth; greets visitors, gives information and provides tours and information for the college; directs persons to various departments or faculty offices; answers telephone calls and provides information to routine inquiries; directs inquiries about the undergraduate and graduate programs to proper departments; sends, receives, and distributes office mail, correspondence, and faxes; receives and signs for UPS and other deliveries; makes photocopies; serves as time keeper for College personnel including work-study and non-work-study students; orders office and computer lab supplies.
  • Assists in maintaining calendars of the Dean and Assistant Dean.
  • Assists in scheduling meetings, receptions with refreshments, and making travel arrangements.
  • Assemble and compile data/statistics and compose documents pertaining to department activities, as directed by supervisor, and using proper format for presentation.
  • Composes correspondence for routine letters.
  • Provides proofreading/editing/formatting for accuracy and presentation.
  • Types and mails memos, correspondence and related materials.
  • Enters on-line Purchase Requisitions for office supplies, visiting artists/lecturers, subscriptions and ad copy, machine maintenance, repairs for the Dean’s Office, etc.
  • Maintains log of student paperwork where signatures are required by the Dean and/or Assistant Dean and forwards and/or files as appropriate.
  • Assists with Scholarship process by providing clerical support to the Assistant Dean, including correspondence, gathering of documents, local signage, etc.
  • Assists with the editing of the course catalog and advising materials in the Dean’s office.
  • Receives and logs applications and portfolios for searches for full-time and part-time faculty and staff positions.
  • Reviews forms, lists, documents, correspondence and applications for accuracy and completeness; prepares standardized forms.
  • Posts information to logs or records; files and retrieves electronic and/or paper records as required.
  • Serves as key operator for the office’s copy machine; responsible for general troubleshooting (paper supply, jams, toner) and making scheduled maintenance or repairs.
  • Assists the Studio Arts Foundation Director by providing clerical support, as necessary.
  • May be required to occasionally travel to other University locations, such as the Star Store.
  • Performs other related duties as assigned

MINIMUM QUALIFICATIONS (REQUIRED):

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) any equivalent combination of the required experience and the substitutions from the Massachusetts State Classification Specifications, which can be found at http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp#c.

 

Applicants must be authorized for employment in the U.S. on a full time basis. Employment-based visa sponsorship not available.

 

QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities)

  • Knowledge of the English language including spelling, word meaning and word usage.
  • Ability to understand and apply the laws, rules, policies and procedures governing assigned unit activities.
  • Ability to read, write, and comprehend the English language.
  • Ability to use proper grammar, punctuation and spelling.
  • Ability to follow written and oral instructions.
  • Ability to assemble items of information in accordance with established procedures.
  • Ability to work accurately with names, numbers, codes and/or symbols.
  • Ability to file material in accordance with standard filing procedures.
  • Ability to maintain accurate records.
  • Ability to communicate effectively in oral expression.
  • Ability to establish and maintain harmonious working relationships with others.
  • Ability to deal tactfully with others.
  • Ability to operate a typewriter.
  • Knowledge of the types and applications of standard office filing systems.
  • Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.
  • Skill in operating general office machines and equipment such as photocopiers, mimeographs, other copying machines, file retrieval equipment, console (centrex) telephone systems, postage meters, microfilm or microfiche viewers or processors, calculators, other adding machines, public address systems, paging devices, 2-way radios, binders, hand collators, perforators, folders, electric staplers, shredders, or similar equipment.
  • Ability to explain the laws, rules, policies and procedures governing assigned unit activities.
  • Ability to perform arithmetical computations with speed and accuracy (addition, subtraction, multiplication and division).
  • Ability to operate specialized office machines or equipment such as electronic data display terminals.
  • Ability to give written and oral instructions in a precise, understandable manner.
  • Ability to determine the proper format and procedure for assembling items of information.
  • Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates’ training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
  • Ability to communicate effectively in written expression.
  • Ability to exercise sound judgment.
  • Knowledge of the principles, practices and techniques of supervision.
  • Ability to types 40 mailable words per minute.
  •  

    ADDITIONAL CONSIDERATIONS:

    ******This is a 44 week position*******

    SUPERVISION RECEIVED:  Works under the direction of the Dean of The College of Visual and Performing Arts with functional daily supervision by the Assistant Dean of the College.   

    DIRECT REPORTING STAFF: May assign work and provide oversight to work-study students or graduate assistants, as directed by supervisor.

    THEIR STAFF: None

    DIVISION: Academic Affairs

    DEPARTMENT: College of Visual and Performing Arts

    BARGAINING UNIT: AFSCME

    JOB GRADE: 13

    NO. OF POSITIONS: 1

    HOURS: M-F 9AM-5PM

    STATE FUNDED: X

    COMBINED INTERNAL / EXTERNAL: X

    SALARY MIN. $633.90* PER WEEK *Prorated for 44 week schedule

    REMARKS: ******This is a 44 week position*******

    WEEKS OFF:  Two weeks during winter session and the remaining six weeks between July and August

    Please note that all employees of the University of Massachusetts Dartmouth will be paid over a 12-month period regardless of their work schedule. University of Massachusetts Dartmouth employees who “separate from service” prior to the end of the academic year may be paid in a lump sum at the time of separation for any remaining salary owed to them as of the date of their “separation of service.” “Separation from service” is defined, in accordance with Section 409A of the Internal Revenue Service Code, as when the employee dies, retires, or otherwise has a termination of employment with the University. Additionally the reverse is true in that the employee may owe the University a portion of salary.

     

    QUALIFICATIONS ACQUIRED ON JOB (List knowledge’s, skills, abilities)

  • Knowledge of the laws, rules, policies and procedures governing assigned unit activities.
  • Knowledge of the types and uses of agency forms.
  • Knowledge of the proper telephone procedures for making and receiving agency calls.
  • Knowledge of the types and applications of standard office filing systems.
  • Knowledge of clerical office practices and procedures including office record keeping, office correspondence security, the types and uses of office equipment and supplies and business letter preparation.
  • Skill in operating general office machines and equipment such as photocopiers and scanners, file retrieval equipment, console (centrex) telephone systems, postage meters, calculators, public address systems, paging devices, binders, hand collators, perforators, folders, electric staplers, shredders, or similar equipment.
  • Knowledge of the principles, practices and techniques of supervision.
  •  

    LICENSE AND/OF CERTIFICATION REQUIREMENTS        None

     

    SPECIAL INSTRUCTIONS TO APPLICANTS:

    To apply please submit online a letter of interest, current resume and the contact information for three professional references.

    The Deadline for INTERNAL applicants to apply is July 16, 2018

    The Deadline for EXTERNAL applicants to apply is July 20, 2018.

     

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