Position Function:
Performs a variety of basic to complex office support and/or secretarial duties for a specified unit/department, which require a range of skills and knowledge of organizational policies and procedures.
Salary Grade: 09 for Office Associate I, salary grade 10 for level II or Senior. Please see Staff Compensation Structure for salary ranges.
Department Profile:
The Mississippi State University Library system is comprised of six libraries that include the Mitchell Memorial Library, Bob and Kathy Luke Architecture, Art and Design Library, College of Veterinary Medicine Library, Phil Hardin Foundation Libraries on the Meridian Campus, and Gertrude C. Ford Foundation Library in Jackson, MS. The Mitchell Memorial Library houses the Ulysses S. Grant Presidential Library and the Frank and Virginia Williams Collection of Lincolniana. For more information about the university libraries please visit http://lib.msstate.edu/.
Essential Duties and Responsibilities:
1. Performs a wide variety of clerical duties which could be confidential in nature; operates personal computer to perform basic to complex office assignments for generating letters, reports, making drafts, edits, revisions, printing, and documentation of other materials.
2. Greets and directs visitors when appropriate; resolve routine administrative problems and answer inquiries concerning activities and operations of department/division.
3. Answers telephone, routes calls, takes messages, and provides general information.
4. Performs a range of staff and/or operational support activities; may serve as a liaison with other departments on basic administrative and/or operational matters.
5. Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
6. Sorts, screens, and distributes incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles and operates a variety of office equipment.
7. Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules; makes travel and lodging arrangements, either directly or through travel agencies.
8. Places orders for stock and distribution of office supplies.
9. Performs basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities.
10. Instructs and oversees the activities of student employees performing the same type of work.
11. Performs miscellaneous job-related duties as assigned.
Minimum Qualifications:
Level I: High school diploma
Level II: High school diploma and three years' experience directly related to the duties and responsibilities specified. For promotions, experience must include at least three years at the preceding level.
Senior: High school diploma and six years' experience directly related to the duties and responsibilities specified. For promotions, experience must include at least three years at the preceding level.
Substitution allowed:
Indicated education is required; no substitutions allowed.
When a candidate has the required educations, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.
Preferred Qualifications:
Experience in an office environment.
Knowledge, Skills, and Abilities:
- Skills in organizing and coordinating
- Ability to maintain confidentiality of records and information.
- Ability to perform simple accounting procedures.
- Ability to understand and follow oral and written instructions and procedures.
- Receptionist skills and ability to maintain calendars and schedule appointments.
- Ability to create, compose, and edit written materials.
- Knowledge of supplies, equipment, and/or services ordering and inventory control.
- Skilled in the use of operating basic office equipment.
- Skilled in the use of PC and software applications to include records management.
- Ability to communicate effectively, oral and written.
Working Conditions and Physical Effort
- Position requires incumbent to occasionally stand, walk, handle, or feel objects, tools, or controls; reach with hands and arms; and stoop, kneel, crouch or crawl. The employee must regularly use hands, lift and/or move up to 20 pounds and occasionally lift/or move up to 30 pounds.
- Work is performed in a typical interior/office work environment.
- Very limited exposure to physical risk.
Instructions for Applying:
Please complete the online application and submit a cover letter and resume.
Equal Employment Opportunity Statement:
MSU is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, sex, religion, national origin, disability, age, sexual orientation, genetic information, pregnancy, gender identity, status as a U.S. veteran, and/or any other status protected by applicable law. We always welcome nominations and applications from women, members of any minority group, and others who share our passion for building a diverse community that reflects the diversity in our student population.
What do I do if I need an accommodation?
In compliance with the ADA Amendments Act (ADA), if you have a disability and would like to request an accommodation in order to apply for a position with Mississippi State University, please contact the Department of Human Resources Management at tel: (662) 325-3713 or ada@hrm.msstate.edu.
If you have any questions regarding this policy, contact the Department of Human Resources Management at (662) 325-3713 or ada@hrm.msstate.edu. Upon request, sections of this job listing are available in large print, and readers are available to assist the visually impaired.
