OFFICIAL TITLE: Clerk IV, English and World Languages DepartmentsSUPERVISION RECEIVED: Department Chairpersons (English and World Languages)SUPERVISION EXERCISED: May supervise student employeesGeneral Statement of Duties: The Clerk IV serves as a primary point of contact and clerical support for the English Department and World Languages Department. Responsibilities: (E) = Essential1. (E) Responsible for exceptional front-line customer service; greeting guests, answering telephones, and responding to inquiries related to the departments according to established procedures 2. (E) Prepares correspondence to include letters, memos, emails, and newsletters for the department 3. (E) Files materials in accordance with prescribed classification system, converting print files to electronic files where applicable; ensures all files are accessible and accurate 4. (E) Performs data entry tasks to include inputting data into Colleague, as well as pulling data from databases for reporting purposes 5. (E) Assists department chairs with tasks including communications and budget management 6. (E) Prepares requisitions and purchase orders for procurement purposes 7. (E) Receives and distributes incoming mail 8. Proofreads typed materials for accuracy and completeness 9. (E) Assists with event planning to include reserving rooms, ordering food, and other relevant tasks 10. (E) Orders and maintains office supplies, keeping workroom well-stocked and organized 11. Supervises work study students 12. (E) Completes and submits hiring paperwork and timesheets for student employees 13. (E) Maintains records of faculty attendance and submits to payroll 14. Assists students with pre-registration 15. (E) Distributes, receives, and organizes student evaluations of faculty 16. Stays up-to-date on training university systems such as Colleague, Blackboard/Web Advisor, and website management 17. Updates departmental website as required 18. Maintains departmental calendars and coordinates schedules for meetings, appointments, presentations, etc. 19. Performs other duties as assigned within the Clerk classification a. Classification specifications are available at http://www.mass.edu/foradmin/humanresources/classspecshrd.asp
Requirements: 1. 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 below.
I. A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.*
III. A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.*
IV. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of two years of the required experience.*
*Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.2. Knowledge of the English language including spelling, word meaning and word usage. 3. Ability to understand and apply the
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