Clerical Assistant, University Library Dean's Office

• Provide excellent front-line customer service in answering in-person, telephone and email inquiries and determining appropriate referrals within the library and across campus.
• Provide support to multiple committees including agenda support, minute taking, maintaining and posting documentation, and task tracking.
• Responsible for timely and accurate processing of financial transactions (such as paying invoices, preparing deposits, and receiving donations), ensuring appropriate, approved supporting documentation is attached, filed, and secured for review
• Purchase regular items such as office supplies for all library employees, ensuring appropriate items and proper approvals.
• Support general office duties including management of multiple email accounts, general website maintenance, document preparation, review and distribution, filing, data entry, courier arrangements, and scheduling meetings.
• Provide building facility support such as approving space booking requests, unlocking rooms, creating door access fobs, assigning lockers, and acting as back-up Key Custodian.
• Provide support and troubleshooting for library file management; specifically, the movement of operationally and historically significant documentation into closed files, updating the records inventory, and ensuring retention and disposition schedules are followed.
• Provide clerical support to the Administrative Coordinator as required.
• Stay current with procedures at USask and maintain detailed written procedures for recurring tasks.
• Participate in projects and other duties, as assigned.

• Relevant front-line administrative experience (3+ years) in a large institution, preferably in a university or government setting.
• Experience recording minutes in real time during meetings without recording devices.
• Experience working effectively in a high volume, high interruption, time sensitive environment and being continuously responsive.
• Experience with records management and data repositories, including digital, is an asset.
• Familiarity with technical library terminology and processes is an asset.

• A strong customer service aptitude featuring a professional, responsive, pleasant, and effective manner via phone, e-mail, and in-person.
• Demonstrated ability to organize work originating from a variety of sources, set priorities, meet deadlines, use initiative, and effectively handle interruptions.
• Demonstrated ability to work effectively in an evolving and innovative environment and to balance competing deadlines, priorities and tasks is essential.
• Demonstrated proficiency in all aspects of administrative work with meticulous attention to detail and consistency; proficient and accurate keyboarding skills (ideally 60+ wpm).
• Demonstrated exceptional interpersonal communication skills including, but not limited to - interpretation, retention, summarization, and application in both oral and written forms.
• Demonstrated ability to use judgment and apply effective investigative, analytical, and problem-solving skills.
• A strong technical aptitude with intermediate proficiency in the use of MS Office suite (particularly Outlook, Word, Excel), familiarity with video conferencing, web content management systems, cloud file-sharing, databases, and the ability to learn other software programs independently.
• Demonstrated ability to act with tact, diplomacy, and discretion and to always maintain confidentiality.
• Demonstrated ability to work independently as well as in a team environment and ability to develop and maintain collaborative, professional working relationships with colleagues.
• Reliable, dependable, and self-motivated with the ability to be flexible and responsive within an evolving and dynamic workplace.

University of Saskatchewan