Clerk Typist II - Visual & Performing Arts and University Relations Please see Special Instructions for more details. Applicants must provide the name, phone number, and email address for three professional references. The selected candidate will also have to complete a successful background investigation as a condition of employment. Posting Details Position Details Posting Number S0393 Position Title Clerk Typist II - Visual & Performing Arts and University Relations Department Visual and Performing Arts Bargaining Unit AFSCME Position Type Staff Full-time/ Part-time Full-time If Part-time, specify percentage Temporary/ Permanent Permanent FLSA Salary $14.91 per hour, in accordance with AFSCME CBA Work Hours 8:00 to 16:00 Work Schedule Mon. - Fri. Anticipated Start Date April 30, 2018 Anticipated End Date None Position Summary Information Job Description Summary Under the general supervision of the Administrative Assistant for the College of Liberal Arts and Education, the Clerk Typist II performs a wide range of moderately complex clerical, technical, and support functions related to the operation of the areas where assigned. These services are generally provided at the level of first priority to the appropriate department chairpersons and thereafter to faculty members within the departments. This position provides clerical support to the Department of Visual and Performing Arts (50%) and the Division of University Relations (50%) and all co-located personnel. Essential Duties Provides clerical support for the Department of Visual and Performing Arts (50%) and the Division of University Relations (50%) Provides budgetary support for the Department of Visual and Performing Arts, University Relations and Manager of Special Events and Projects Serve as first point of contact (both in person and on the phone) and direct inquires to the appropriate person in a timely and professional manner. Calendar management Provide record keeping of both electronic and hard-copy files Manage travel logistics and office supplies Processes in-coming and out-going mail Uses software; including, but not limited to Microsoft Office Products, The PASSHE Self-Service Portal, Jenzabar, Astra Scheduler, etc. Exercises confidentiality Ability to make duty oriented decisions on the basis of LHU policies, practices and procedures Responsible for student employees Operates standard office equipment Prioritizing the sequence of work Specific Duties Types into draft and/or final form maintaining the confidentiality and professionalism in the duplication and storing of a wide variety of materials from handwritten drafts or original source documents including but not limited to: correspondence, new and revised syllabi, supplementary instructional materials, quizzes, exams, departmental and committee agendas and minutes, memoranda, reports, and vitae. Distributes typed materials to proper persons Operates personal computer and corresponding printer as well as performs a variety of computer operations pertinent to departmental activities. Performs a variety of functions, using Microsoft Word, Excel, Publisher, Outlook, Internet, and Student and Budget information using various systems such as, but not limited to, Jenzabar, SAP , Astra Scheduler, The PASSHE Self-Service Portal (eTime, Materials Management, Business Intelligence), etc. Prepares/completes a variety of forms, including but not limited to Purchase/Contract Requests, General Invoices, Book Orders, Travel and State Car Reservation Request and Authorization Forms, Travel Expense Vouchers, Food and Contract Service Request Forms, Faculty Schedule Cards, LHU Financial Support for Professional Presentation at National or International Conference Applications, University Approved Activities Form; Academic Equipment Category Forms, Membership Requests, Distance Education Course Data Forms, Key Requests, types material for program evaluations, (i.e. Middle States; PA Department of Education, grant proposals, special workshop proposals, etc.,) Establishes and maintains departmental filing system including correspondence, forms, syllabi and various other files pertaining to and for the department Coordinates the flow of departmental materials to and from Administrative Services; to and from Computing Center; as well as other University Departments Has a thorough knowledge of department and University policies, procedures and practices Orders and maintains an adequate inventory of office supplies utilized by the department via electronic orders and APRs and maintains budget for same Supervises student employees which includes: Interviews prospective student employees, schedules work hours, trains student employees on general office duties and proper telephone and office procedures and etiquette, instructs students in completing required payroll paperwork and obtaining the required clearances, instructs students in filling out time sheets, designates work assignments, check students work for accuracy and completeness and approves student workers time in E-time, maintain student payroll budget Operates a variety of office equipment, including typewriter, calculator, copier and facsimile machine. Operates and maintains copier machine. Orders supplies and acts as liaison to copier technical support when required Assists in proper procedures for making requests for travel and reimbursement Contacts various departments and helps coordinate when setting up office areas for new faculty and staff such as but not limited to: telephone service, furniture, computer and office equipment and key requests Reconciles departmental Purchasing Card(s) and submits required documents to Purchasing Department Other related duties as assigned Department of Visual and Performing Arts: Responsible for typing programs, invitations, brochures, posters, contracts, purchase orders and expense vouchers to be sent to the Student Activities Office, as well as other various publications for cultural events in the Sloan Fine Arts Center and Price Performance Center. Coordinate duplication and mailing of invitations. Prepares package of information (including contract) to be sent to art exhibitors. Notifies various news organizations, on and off campus, to advertise/announce upcoming exhibitions. Prepares invitations and coordinates bulk mailings for reach exhibition Create tickets for main stage production and black box theatre shows Responsible for Sloan/Price sign located in front of Sloan Responsible for monitoring camera/ VCR surveillance system Assist students and visitors, routes telephone calls, receives and processes messages for department personnel, and provides a variety of information regarding departmental scheduled activities Assist with the accreditation processes for various programs in Art, Music, and Theatre Assists with preparation of materials used in class instruction during the regular, summer and winter intersession sessions Maintains continuing records on advisor/advisee assignments Assists Chairperson in the preparation and review of academic schedules for the ensuing year and maintains these records on file Serves as liaison to the Facilities Department and others relative to the need for specific and unscheduled maintenance service in the building where office is located Responsible for security of educational materials, search committee files, and audio/visual aids for assigned departments Assists with department searches. Completes travel forms and necessary arrangements for applicants coming to campus for interviews and assists with the interview scheduling; completes forms necessary for this process Maintains course requirements check sheets on department majors and minors Types faculty peer evaluations, observations, and distributes to proper persons Division of University Relations: Manage record keeping of media releases, news articles, and other publications produced by University Relations Support the Manager of Special Events and Projects ( MSEP ) through management of both electronic and hard-copy filing systems for the MSEP Collaborate with the MSEP to ensure all employees have completed required payroll paperwork and furnished evidence of satisfactory required clearances and maintain such documents (original FBI documentation must be provided.) Assist the MSEP in ensuring all camps, clinics and tournaments are compliant with Board Of Governors Policy 2014-01-A: Protection of Minors including retention of documentation Assist the MSEP with event management Minimum Qualifications (Required Knowledge, Skills and Abilities) At least 6 months as a Clerk Typist 1 and educational development to the level of eighth grade; OR Completion of high school business curriculum which included at least one typing course; OR Any combination of equivalent experience and training. Preferred Qualifications Proficiency with Microsoft Office Products (Word, Outlook, Excel) At least 2 years of clerical experience is preferred Strong organizational , time management and planning skills Excellent communication skills Possession of the required knowledge, skills and abilities Physical Demands N/A Posting Detail Information Open Date 03/12/2018 Close Date 03/26/2018 Special Instructions to Applicants Applicants must provide the name, phone number, and email address for three professional references. The selected candidate will also have to complete a successful background investigation as a condition of employment. Background Clearances In accordance with Act 153 of 2014 (HB 435), appointment is contingent upon completion of a satisfactory background investigation which includes, but is not limited to, Act 34, Pennsylvania Criminal Record Clearance; Act 151, Child Abuse Clearance; and Act 114, Federal Bureau of Investigations ( FBI ) Criminal Background Checks. Appointment is provisional for a single 90 day period provided the Arrest/Conviction Report and Certification Form and verification of your application for the three background checks are returned to Deana Hill, Associate VP for Human Resources. Diversity Statement Lock Haven University is profoundly dedicated to cultural diversity and supports the integration of diverse and international perspectives within the working and learning environment. LHU is an equal opportunity/affirmative action employer and encourages applications from people of color, women, veterans, and persons with disabilities. To learn more about diversity at LHU and in our community, visit our website at http://lockhaven.edu/hr/socialequity.html About LHU A career at Lock Haven University ( LHU ) is a distinctly unique and exciting opportunity. We encourage and support diversity and international perspectives within the working and learning environment. LHU is located in central Pennsylvania along the Susquehanna River and the picturesque Bald Eagle Mountains. LHU is one of fourteen universities in the Pennsylvania State System of Higher Education ( PASSHE ). Quick Link http://jobs.lhup.edu/postings/4022 Annual Security Report (Clery Act) The Lock Haven Universitys Annual Security Report and Fire Safety Report are now available on-line or in paper form by request. Federal law requires these reports to contain policy statements, crime and fire safety statistics for the university. The policy statements address the universitys policies, procedures, and programs concerning safety and security, i.e. policies for responding to emergency situations, fire safety procedures and statistics, and sexual offenses, etc. Three years worth of statistics is included for certain types of crimes that were reported to have occurred on campus, in on-campus buildings, or off-campus sites property owned or controlled by the university and on public property within, or immediately adjacent to the campus. The Security and Fire Report is available online at: http://lockhaven.edu/publicsafety/ You may also request a paper copy from the Public Safety Office located in the Glennon Infirmary building or by calling 570-484-2278.