Secretary II - Student Legal Services

Position Title:
Secretary II - Student Legal Services

Job Group:
Merit

Required Minimum Qualifications:
• Any combination of related clerical office experience, related undergraduate education and/or post high school clerical training that is the equivalent to two years of full-time employment and includes the use of word processing.

Preferred Qualifications:
Experience working in a secretarial or front desk-type role.
Experience with financial tracking such as budgeting, reconciliation, etc.
Experience working in a legal services office.
Proficient in Microsoft Excel.
Experience with calendar management.

Job Description:

Student Legal Services at Iowa State University is currently seeking applicants for a Secretary II. This individual will be responsible for office management duties such as monitoring office finances, preparing monthly and year-end reports, and maintaining office records regarding equipment and supplies, along with ordering of such.

This individual will also be responsible for preparing and filing legal documents, keeping legal forms up-to-date, and acting as liaison between attorneys and university, city, state, and other governmental offices. They will also serve as the receptionist for the Student Legal Services office, scheduling clients in-person or by phone, evaluating student eligibility for services and conflicts of interest, hosting web meetings, and typing up documents and files as needed.

Under general supervision, performs secretarial work such as composing routine correspondence, maintaining records, and obtaining and providing factual information requiring a knowledge of the policies and procedures of both the assigned and related work areas. Duties involve the use of personal computers, computer terminals, and a variety of software and/or conventional office equipment. May provide functional supervision.

Characteristic Duties and Responsibilities

• Reviews inquiries, provides information, and otherwise represents assigned and related work areas referring inquiries to appropriate persons as required.

• Initiates and processes standard forms and documents such as personnel action forms, purchase orders, vouchers, and invoices.

• Maintains and updates records on personnel, budgetary and purchasing transactions, and verifies and reconciles departmental statements.

• Tracks and monitors expenditures, notifying management of status and/or concerns.

• Composes correspondence in response to routine inquiries within established guidelines.

• Integrates information and may run routine queries to generate or produce reports.

• Organizes activities and/or events for department such as scheduling rooms, sending invitations, preparing agenda, etc. according to predetermined guidelines or standards.

Knowledge, Skills, and Abilities

• Knowledge of office routines and functions sufficient to refer visitors and telephone calls and to route correspondence by name and functional area.

• Knowledge of institutional and unit policies, processes and forms.

• Knowledge of proper format, grammar, spelling, punctuation, and capitalization.

• Skill in utilizing computer software and online systems.

• Skill in operating office equipment.

• Ability to communicate effectively with staff, students, and the public.

• Ability to follow oral and written instructions and apply institutional and policies accurately.

• Ability to collect data, keep records, and prepare reports.

• Ability to exercise functional supervision over employees.

• Ability to organize and prioritize multiple tasks.

Candidates must be legally authorized to work in the U.S. on an on-going basis without sponsorship.

Appointment Type:
Regular

Number of Months Employed Per Year:
12 Month Work Period

Time Type:
Full time

Pay Grade:
08

Application Instructions:

To apply for this position, please click on “Apply” and complete the Employment Application. Please be prepared to enter or attach the following:
1) Resume/Curriculum Vitae
2) Letter of Application/Cover Letter
If you have questions regarding this application process, please email [email protected] or call 515-294-4800 or Toll Free: 1-877-477-7485.
Why Choose ISU?
Iowa State University is committed to fostering a workplace of belonging, where diversity is celebrated and equity is a core value. Our Iowa State Employees enjoy comprehensive health and work life benefits, including medical and dental; as well as:
• Retirement benefits including defined benefit and defined contribution plans
• Generous vacation, holiday and sick time and leave plans
• Onsite childcare (Ames, Iowa)
• Life insurance and long-term disability
• Flexible Spending Accounts
• Various voluntary benefits and discounts
• Employee Assistance Program
• Wellbeing program

Original Posting Date:
January 10, 2024

Posting Close Date:
January 23, 2024

Job Requisition Number:
R13782