Office Assistant II Grade B

Clerical and Technical generic job description

Family: Support Services
Job Code: 702

Representative duties:

Provides basic information on departmental services, administrative, academic and procedural matters to students, faculty and staff
Assists staff, faculty and students with the completion of forms. Reviews and verifies forms for completeness and accuracy. Researches missing information by contacting students, alumni, and University departments
Maintains logs and records of activities. Compiles routine statistical data and information
Keyboards letters, memoranda and other materials
Maintains files, ensuring accuracy and completeness
Uses computer terminal to input and retrieve data
Maintains records of financial activity
Schedules meetings, appointments, and classrooms
Performs clerical functions incidental to office activities

The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary from incumbent to incumbent in the job title.

Required knowledge:

General knowledge, high school level; detailed but narrow work-related knowledge
Limited acquaintance with business, accounting or commercial procedures
Limited knowledge of University organizational policies and procedures generally; detailed knowledge of a narrow area of University rules and procedures

Required skills:

Extracts and complies a narrow range of data from written sources, from individuals by asking set questions, or from one or several given databases; coding based on prescribed, simple standards
Uses a dictionary
Classifies material for filing; use of straightforward or complex filing systems
Understands non-routine notes, written instructions, and general policy statements
Writes simple internal memoranda, fills out complex forms
Regular, skilled use of more complex machines including word processors or personal computers

Office and administrative skills:

Keyboards letters, memos and other moderately complex material
Enters and retrieves data from semi- finished source documents on a personal computer, requiring both some interpretation of the source documents and a basic understanding of software parameters
Schedules and coordinates appointments
Advises, screens and refers callers and visitors

Experience, education and formal training:

Two years of related work experience and a high school level education, or an equivalent combination of experience and education

Complexity and organization:

Limited variety of job tasks requiring coordinating steps/procedures
Occasionally coordinates or organizes the work of others

Interpersonal relations:

Ongoing involvement outside immediate unit
Offers or obtains basic information or provides assistance on general matters
Understands and evaluates what is being said and responds with complex answers that may take time to give

Supervisory guidelines:

Work is subject to general review on an occasional basis
Incumbent plans and schedules own work and/or the work of others based on the understanding of broadly defined objectives and priorities; supervisor reviews work after completion
Instruction provided only in new situations, methods and procedures that are not clearly related to existing tasks and duties

Independent judgment:

Established procedures/policies govern most work situations
Occasional exercise of independent judgment or initiative
Problems solved by using established procedures

Leadership responsibility:

Occasionally provides general orientation to routine procedures/policies
Sometimes distributes and monitors work

Impact and consequence of error:

Work affects outside immediate work unit, but rarely outside the University
Errors are somewhat difficult to recognize and correct and can cause harm or financial loss to individuals, departments, and the University, or to other individuals and groups

Working conditions:

Very little possibility of safety risks
Occasional conflicting demands, time pressure, deadlines or emergencies
Regular sustained concentration
Some physical effort or dexterity

Example 1

General purpose:

Keeping the strictest confidentiality, maintain medical records and provide this information on a timely basis to the appropriate individuals.

Essential duties:

Maintain the medical files: accurately file the record in place; provide the file when requested on a timely basis; accurately file relevant material into the record; maintain the physical appearance of the file
Use the IDX computer system to input and retrieve data
Use the conveyor system to deliver medical record charts throughout the building
Maintain logs and records of activities. Compile routine statistical data
Maintain chart-tracking system
Regularly review files to identify and correct misfiles
Assist with the completion of forms
Perform incidental clerical functions

Experience and training:

Two years of related work experience and a high school level education; or an equivalent combination of education and experience
Preferred: Relevant experience in clerical duties

Skills and abilities:

Must be able to work as a team player in a close physical environment
Effective interpersonal skills and strong customer service skills
Must be able to identify numbers in sequence for filing purposes and concentrate and maintain accuracy despite frequent interruptions
Must be physically capable of lifting and carrying heavy materials up to 30lbs on a frequent basis; have a full range of motion of shoulders and knees; ability to bend and stoop, and reach overhead frequently
May be required to work Saturdays and the evening shift as needed

Example 2

General purpose:

Under the general supervision of the Manager, Operations and Security, provide a full range of clerical support for the building and security operations of the library, and clerical/financial assistance to the Library Business Office.

Essential duties:

Maintain and assign schedule for all security staff. Assure coverage for opening and closing the library daily ensuring full coverage for each shift. Sets up orientation and training schedules for all security staff
Maintain an accurate account of security staff hours for both full time and casual security staff. Enter payroll for Security and Shipping departments
Maintain key inventory, key assignment records, and key book in Keytrac System and in card file
Prepare all TSR, key requests, and FSR forms as needed for Manager’s approval before forwarding to proper office
Type and may compose form memos for security and building operations as needed. Send out list serve messages relating to security and building operations as needed
Notify Physical Plant staff of building problems or in case of emergencies. Assist in monitoring physical facilities of Sterling Memorial Library. Maintain contact with building operations manager when he is out of the office
Maintain alarm status for SML and CCL
Contact Manager of staff of Physical Plant in case of emergencies
Order office supplies
May substitute for the security or mailroom staff
Review, code and post income and expenses to the Copico database. Fill requests for copy cards and serve as source of information about copy card policy and procedures. Coordinate schedule of quarterly Copico meetings
Sort, assemble and distribute weekly Orbis reports to Library organizations. Assist in the preparation and distribution of the monthly and year-end financial statements
Assist with the processing of weekly and bi-weekly payrolls and other payroll activities
Copy, separate and distribute gift memos. Maintain gift documentation files
Perform additional functions incidental to office and financial activities

Experience and training:

Two years of related work experience and a high school level education; or an equivalent combination of experience and education

Skills and abilities:

Good customer service skills
Good computer skills and working knowledge of Microsoft Windows, Word, Excel
Must be able to do some lifting, walking and stair climbing
References must indicate reliable attendance, punctuality, diligent performance, a commitment to teamwork, accuracy and attention to detail; ability to set and maintain priorities; ability to maintain confidentiality
Preferred: Payroll experience and Oracle training

Example 3

General purpose:

Provide a high level of clerical and administrative support for two faculty members with one large combined research laboratory.

Essential duties of position:

General office work: maintain file systems and computer logs, format correspondence, process mail by using the departmental postage, fax and copy machines
Oversee departmental library with approx. 20 different journals. Order, receive and archive journals and dispose of outdated volumes
Obtain reprints from the Medical School Library/Kline. Download articles from online journals
Prepare itineraries for guest speakers; arrange for accommodations, travel, post-seminar refreshments and reimbursement of the speakers, as required
Prepare conference room for presentations and meetings. Set up chairs and audiovisual systems. Initiate repairs for broken equipment
Keep and update the schedules for the talks and meetings in the departmental conference room and library
Phone in the orders of all the lab supplies and record in the computer system price changes and confirmation numbers
Maintain and organize a fully equipped computer room by ordering diverse Epson photo paper, printer cartridges, computer discs etc.

Education and training:

Two years of related work experience and a high school level education; or one year of related experience and an Associate degree; or the equivalent combination of experience and education

Skills and abilities:

Knowledge of Internet and email use
Minimal keyboarding skills (25-39 wpm)
Proficient processing skills on Mac computer (Word, Excel)
Work independently and with others
Willingness to learn new skills and assume new duties when necessary