Department Assistant – California Institute of Technology – Caltech – job portal

Department Assistant Caltech is a world-renowned science and engineering institute that marshals some of the world’s brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community. Job Summary This position will provide varied bookkeeping, clerical support, and receptionist duties in support of the Caltech Bursar’s (Student Accounts) Office and its team. The position is expected to perform clerical functions, including receive, sort, and distribute mail, answer phones, type, copy, distribute and file correspondence. This position will perform some cashiering tasks. Job Duties Answer phones, email, handle general counter inquiries, copy, distribute and file correspondences as directed. Perform basic inquiries regarding student, faculty, and student organization accounts in order to answer common questions. Receive, sort, and distribute mail (campus and external, including regular U.S. Mail and FedEx). Place service calls for malfunctioning office equipment (copiers, printers, etc..) and building issues (repairs) and follow up to resolution. Assist as back-up for ordering office supplies as needed; renew maintenance agreements on various office equipment (e.g., printers, FAX machines, copiers, etc.). Run occasional errands on campus. Post information to bulletin boards and keep information current. Process refunds and address changes for students. Create daily cash reports, weekly reports for Treasury services, various other monthly reports. Apply and deposit payments: Wires, ACH, checks, Credit Union, and loan payments. Manage returned payments from bank. Perform other duties as assigned. Basic Qualifications High School Diploma. Must be computer competent in the use of MS Word, Excel and Oracle. Will be working on a PC. Minimum of two years progressively responsible receptionist/secretarial experience, or equivalent. Must have excellent interpersonal skills and communication skills (both verbal and written). Must be proficient in word processing and possess operating knowledge of business office machines. Requires a people-oriented person with professional demeanor and a helpful attitude. Must be a self-starter who is able to work as a team member, as well as independently. Requires ability to prioritize and handle multiple tasks with a high degree of accuracy. Requires ability to handle confidential matters with discretion and exercise good judgment. Must have excellent organizational skills and follow through abilities are essential. Must be flexible and willing to meet varying office priorities as they arise. Preferred Qualifications Previous Caltech experience Required Documents Resume

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