University of Rochester Secretary II in Rochester, New York

Opening

Time as Reported Grade 005 Purchasing

Schedule

8 AM-5 PM

Responsibilities

THIS POSITION HAS AN END DATE OF 7/31/18.

Position Summary:

With specific direction and supervision, perform routine and non-routine office duties requiring general secretarial skills and customer service proficiency including: answer phones (provide assistance and route calls), requisition processing and coding, compose and transmit purchase orders, process mail, scan and index purchase orders into scanning system, invoice resolution, report processing, general secretarial support and word processing, receive visitors. Simultaneously manage multiple tasks with shifting priorities.

Typical Duties:

Compose and Transmit purchase orders based on established guidelines

Creates a considerable amount of purchase orders (regular and blanket purchase orders) using MMIS system including the use of specialized terminology, vocabulary, abbreviations and symbols. Contact suppliers and/or customers for updated quotations and information on incomplete requisitions as needed. Follow up on order status and expedite as needed.

Customer Service – Answer Phone Lines/Provide Assistance/Route Calls

Provide exemplary customer service support as appropriate including referrals and information to customers and suppliers needing assistance by being customer focused and responsive to the needs of the organization. Greet all visitors to Corporate Purchasing Offices, and handle other receptionist duties (logging and obtaining signatures for P Cards, issuing parking passes, signing for deliveries, etc). Provide clerical support to the Associate Vice President in the absence of his Administrative Assistant

Mailing and scanning of purchase orders

Receives, dates, opens, scans and routes incoming mail for follow up action. Follows up as needed with incomplete mail/requisitions. Scans and indexes purchase orders into OnBase scanning system.

Report processing

May collect records, set up and type standard and specialized department reports, forms and documents

Performs other related general secretarial and word processing duties

May perform department receptionist duties in addition to secretarial and data entry duties.

Invoice resolution

Troubleshoot, research and provide information to rectify invoice and PO errors as required.

Qualifications:

Completion of high school plus 2 years of post high school education, preferably in secretarial studies or the equivalent desired. Two years of practical secretarial, computer, and office experience preferred. Knowledge of the University and/pr Purchasing process desirable; developed problem solving skills; ability to work independently; ability to prioritize work; flexibility in responding to multiple supervisors; strong verbal communication, organization and interpersonal skills. The ability to operate commonly used office equipment, including PC, copier, fax/scanners and multi-line phone. The candidate should show evidence of knowledge/experience using: PMM Microsoft Office applications including Outlook, Word, Excel, Access, PowerPoint.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Secretary II

Location: Central Administration

Job ID: 208979

Regular/Temporary: Regular

Full/Part Time: TAR