Daily Aztec Office Assistant


Daily Aztec Office Assistant Job Description

ESSENTIAL DUTIES & RESPONSIBILITIES

Primary Functions

  • Supervises Classifieds Ad orders. All classifieds input by customers online
  • Corresponds with customers regarding Classifieds Ads, dates, wording and payment (see Section 3)
  • Follows up on outstanding invoices, and assists in accounts receivable as needed.
  • Sends out weekly ad log to Account Executives with ads scheduled to run in next issue (or that week online) for approval
  • Ensures all contracts submitted are completed with required information, returning any incomplete contracts to the Account
  • Executive for completion
  • Reviews contract for payment (see Section 3)
  • Obtains established credit approval as needed
  • Creates runsheet and ad layout for each issue, distributing copies to EIC, ME, Graphics Specialist, General Manager and Ad Director
  • Updates Ad Inches Report and sends to A.S. Finance Manager weekly
  • Communicates with Accounts Receivable & Contracts Clerk of any additional late contracts, cancelled ads, etc. 
  • Charges credit cards for display ads on pay-per-run status
  • Ensures credit card information is protected and secured per PCI and accounting requirements
  • Receives checks/cash from account executives for display ads on pay-per-run status and updates contracts to mark as paid
  • Informs Accounts Receivable & Contracts Clerk of any late payments, exceptions (with approval)
  • Prepares deposit of all payments received via checks, credit cards and cash as needed and submits to Business
  • Office/Ticket Office as appropriate
  • Ensures any payments received after 4 p.m. are secured in locked location
  • Obtains General Manager approval for any comps, “make goods” or discounts for all Classifieds, display and online ads

Administration

  • Processes daily mail and distributes accordingly 
  • Assists in the maintaining of office supplies inventory
  • Utilizes Google Email and Calendar
  • Ensures printers and copy machine have adequate paper daily
  • Ensures archive cabinets are filled with copies of issues
  • Mails subscriptions every Friday
  • Creates reports/presentations utilizing Windows XP, Microsoft
  • Excel, Word and PowerPoint as required/needed
  • Composes memorandums/letters as needed
  • Completes filing as needed/archives all print issues each semester
  • Completes general administrative and accounting tasks as required

Customer Service and Collaboration

  • Greet all customers in a timely manner
  • Answer the phone politely and courteously
  • Assist all customers with questions and/or comments
  • If unable to assist, refers customer to someone who can
  • Maintain positive and effective working relationships with all customers
  • Inform supervisor of any customer issues
  • Responds to all emails in a timely manner

Safety

  • Ensures all operations are conducted with safety of staff and customers as first priority, and in accordance with the Injury and Illness Prevention Plan and other safety policies
  • Adheres to Associated Students’ Code of Safe Practices
  • Reports accidents to supervisor and reviews changes required to avoid reoccurrence
  • Ensures completion proper documentation is completed for each accident (employee and/or non-employee) and forwards to supervisor
  • Reports maintenance problems and/or broken and unsafe equipment to the appropriate party immediately

QUALIFICATIONS

Minimum & Preferred Requirements

Education:

  • Must be currently enrolled at San Diego State University, taking a minimum of 6 units
  • Must be a returning student for at least one additional school year (two year position)
  • Finance, Accounting, Business Administration, Advertising, Marketing, or other related major preferred

Trainings:

  • Must complete Computer Security Awareness training within 30 days of hire

PERFORMANCE EXPECTATIONS

  • Must be punctual and regular in attendance: arrive on time and ready for the workday
  • Must meet commitments and complete tasks satisfactorily
  • Must be able to work independently 
  • Must work effectively with other employees/departments and develop positive work relationships
  • Must help accomplish specific tasks and improve work process
  • Must be accurate and pay attention to detail
  • Must demonstrate thoroughness, completeness, follow through on presentation and appearance of work

KNOWLEDGE, SKILLS & ABILITIES

  • Must have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the position
  • Ability to work under pressure and meet firm deadlines
  • Must have strong interpersonal skills and the ability to work in a team environment
  • Ability to prioritize workload
  • Ability to manage information flow (including internal, external and customer communication, and filing/documentation)

SCHEDULE & WORKING CONDITIONS

This is a part-time position. Must be available to work a maximum 20 hours a week during academic year – specifically some hours on Wednesday, Thursday and Friday, and possibly a maximum 30 hours during class breaks and summer.

WORK ENVIRONMENT   The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

General office environment. Work is generally sedentary in nature, but may require standing and walking around campus. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.


PHYSICAL DEMANDS   The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The requirements include, but are not limited to: walking, bending, stooping, working in a confined space, and lifting light loads. The position requires the individual to spend the majority of time sitting and using office equipment and computers.

RELATIONSHIPS

Inside the Organization:

  • Reports to the Daily Aztec General Manager
  • Works closely with The Daily Aztec General Manager, The Daily Aztec Editor in Chief, The Daily Aztec Advertising Director, The Daily Aztec Accounts Receivable & Contracts Clerk and A.S. Finance Manager