Administrative Assistant I, Printing Services

Towson University•Towson, MD

About The Position

This position involves a variety of administrative tasks within a printing services department. Key responsibilities include managing print job orders from digital and hard-copy systems, entering data into production and financial systems, and assisting with job routing. The role also requires managing a Purchasing Card, reconciling expenditures, handling petty cash, preparing invoices, processing deposits, and generating financial reports. Additionally, the position involves preparing and sending print files, modifying documents in Microsoft Word and Excel, assisting with price quotations for custom print jobs, maintaining departmental records, and providing occasional support for print shop production and finishing operations.

Requirements

High School Diploma or GED.
2 years of experience providing administrative support.
Keyboarding and data entry skills.
Working knowledge of office practices and procedures, business English, spelling, punctuation, and grammar.
Ability to perform basic mathematical calculations and maintain accurate records.
Ability to communicate effectively both orally and in writing.
Ability to follow oral and written instructions.
Ability to provide courteous customer service.
Ability to plan, organize, prioritize, and complete multiple ongoing assignments with general supervision.
Ability to maintain accuracy and attention to detail while working in a fast-paced environment and managing competing priorities.
Ability to learn and utilize specialized software applications related to print production, order management, financial processing, and reporting.

Nice To Haves

Proficiency with Microsoft Office applications, particularly Microsoft Excel and Microsoft Word.
Experience in print production, copy center, or similar customer service operations.
Experience preparing and transmitting files to networked printers.
Experience with invoicing, cash handling, and financial recordkeeping.
Experience maintaining databases, reports, and departmental records.

Responsibilities

Retrieves all print jobs from the Digital StoreFront online ordering system.
Enters all incoming hard-copy print work into the production management system.
Assists in routing jobs to the appropriate production area or print station.
Manages a departmental Purchasing Card (P-Card) for the purchase of office and printing supplies and reconciles expenditures monthly in Stratus.
Screens and directs telephone calls, assists visitors, and responds to email inquiries.
Maintains the petty cash drawer and processes cash and check transactions.
Prepares monthly Personal Billing invoices for print work not charged to departmental cost centers, grants, or other university accounts.
Prepares daily cash deposits using the Deposit Management System.
Generates weekly revenue and credit reports.
Updates the department's Microsoft Access database through Reporting Desktop when new cost centers are added or modified.
Prepares and sends print files to multiple networked printers.
Modifies and updates Microsoft Word and Excel documents in support of departmental operations and print production requirements.
Makes customer-requested revisions to documents.
Performs basic file preparation tasks, including organizing and separating Excel worksheets into individual files as needed for production workflows.
Assists in preparing price quotations for print jobs that are not covered by standard Digital StoreFront ordering options.
Develops estimates using established pricing guidelines, individual job cost components, and comparable previous orders.
Maintains departmental records and filing systems, including filing print work requests by date and maintaining records of supply purchases, vendors, purchase dates, and inventory levels.
Provides occasional support for print shop production and finishing operations, including hand collating, operating copiers for small print jobs, manually inserting materials into envelopes when project requirements exceed equipment capacity, and assisting with other production tasks as needed.