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Position: Administrative Support III - Telephone Services

Grade Department Position type: Position Number
11 3DC – Department not found Full-time A98981


Position Summary:

Under the general direction of the Telephone Services Administrator/Director, the Administrative Support III - Telephone Services will perform difficult and confidential secretarial duties.


Essential Functions, Major Duties, and/or Accountabilities:
  • Perform secretarial duties, including answering telephones, routing messages, filing, record keeping, preparation of letters, memos, agendas, etc. using office machinery and telecommunications software. Keep accurate department records. Support department personnel in human resource functions.

  • Coordinate inter-departmental billing throughout the campus for long distance services and completed work orders. Assist in composition of a monthly billing record of all long distance usage for entire campus. Coordinate all work orders with various departments and quote pricing for services, equipment, and labor.

  • Supervise part-time campus operators, orient, and provide training on the use of the attendant station. Schedule operator shifts.

  • Maintain the campus voice mail system. Input updates and changes in the PBX. Assist in the programming of new phone service, the Octel Voice Mail system, and correct any phone problems in the phone switch.

  • Inform students, faculty, and public of services available. Support, troubleshoot problems, advise, recommend, and train end-users and clients on telecommunication equipment and services available.

  • Assist in planning telecommunications strategies for company call center to ensure that efficient and effective customer interaction is achieved. Take and input work orders to dispatch technicians.

  • Prepare reports and maintain updates of the phone system directory. Maintain the database of directory information. Compile and publish the yearly campus directory.

  • Assist in monitoring departmental budgets and payroll.

  • Create requisitions for telecommunications and other equipment purchases.

  • Order, organize, and maintain office supplies and maintain inventory of office equipment.

  • Work with community clients and outside vendors.

  • Answer telephone calls and screen visitors and perform miscellaneous job-related duties as assigned.  


Supervisory Responsibilities:
  • N/A


Special Requirements of the Position:
  • Occasional lifting and transporting objects up to 50 pounds.


Qualifications:

Graduation from an accredited institution with a bachelor's degree; or an associates degree and two years of experience related to the summary of duties; or any combination of education or experience related to the summary of duties totaling four years.

  • Basic knowledge of current phone system (Alcatel) and Octel voicemail system. Be familiar with VoIP applications and electrical, AC/DC, and UPS technology.
  • Ability to analyze finances, prepare time cards, and detailed budget reports.
  • Skill in current office methods, techniques and practices.
  • Skill in computers, software, and computer applications, including WordPerfect and Microsoft Office products, etc..
  • Skill in desktop publishing, including preparation of reports or spreadsheets, charts, graphs, traffic studies, etc..
  • Strong written and oral communications skills.
  • Experience operating telephone attendant stations helpful.
  • Good interpersonal and problem-solving skills.
  • Ability to work with other departments and outside vendors.
  • Ability to perform a variety of complex duties and maintain confidentiality of sensitive data.
  • Ability to follow written and oral instruction.
  • Basic knowledge of methods and techniques of research and statistical analysis.

Disclaimer:
This position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.
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