Part-Time Administrative Secretary - University Police Department

The University Police Department at West Virginia University is currently accepting applications for an Administrative Secretary.

About the Opportunity

The Administrative Secretary within the University Police Department provides routine to moderately complex administrative and secretarial support in accordance with established departmental policies, procedures, and operational guidelines to support assigned administrative unit(s).

What You'll Do

* Distributes police reports daily to designated entities at the University.

* Processes requests for police reports and accident reports received by the department.

* Answers and screens telephone calls and relays messages to appropriate staff members.

* Ensures smooth daily office operations by providing administrative and clerical support.

* Establishes and maintains filing systems as needed; organizes records in alphabetical, numerical, subject, and chronological order; retrieves, copies, and returns documents upon request.

* May collect fees and prepare deposits, ensuring timely and accurate processing of payments.

* Duplicates, collates, and binds documents such as letters, reports, and memoranda using office equipment, including photocopiers and staplers. Operates FAX machine for transmitting documents to various locations.

* Prepares and distributes printed materials to clients and customers as requested. Prepares bulk mailings by typing, collating, labeling, and preparing for post office. Collects and deposits outgoing mail in an appropriate location.

* Receives, opens, date-stamps, sorts, and distributes incoming mail; processes and disseminates information via email.

* Performs other related duties as assigned or directed.

Pay Grade: 10

Work Hours:

19 hours per week

* Business or secretarial training obtained through a post-secondary program of up to eighteen (18) months

* A minimum of one (1) year of experience involving:

* Providing administrative, clerical, or secretarial support in an office environment.

* Using office software applications, including Microsoft Office and email/calendar systems.

* Managing multiple tasks, maintaining records, and interacting professionally with staff and the public.

* Any equivalent combination of related education and/or experience will be considered.

* All qualifications must be met by the time of employment.

Knowledge, Skills, & Abilities

* Knowledge of office methods, procedures, and administrative protocols.

* Knowledge of correct English usage, including grammar, spelling, punctuation, and sentence structure.

* Ability to read, write, and communicate effectively in English.

* Knowledge of general business mathematics.

* Proficient keyboarding and computer skills, including Microsoft 365 and other software applications used within the department.

* Strong organizational and time management skills with the ability to manage multiple assignments, reports, requests, and priorities.

* Ability to interact professionally and effectively with faculty, staff, students, and the public.

* Ability to keyboard accurately and efficiently.

* Ability to take, relay, and record accurate telephone messages.

* Ability to operate standard office equipment including fax machine, copier, electronic calculator, and answering machine.

* Ability to accurately and efficiently file, retrieve, and maintain information in alphabetical, numerical, subject, or chronological order.

* Ability to learn, interpret, and apply institutional and departmental policies, procedures, and guidelines.

* Ability to maintain confidentiality and exercise discretion when handling sensitive information.

* Ability to work independently with minimal supervision.