Generic Job Description Personnel Assistant Grade C

Representative Duties:

Serves as source of specialized information to staff, faculty, and applicants, explaining and describing personnel procedures, policies, programs, and vacancies.

Reviews, verifies and authorizes personnel action forms for accuracy and completeness. Obtains additional information as needed.

Places, answer, screens, and directs telephone calls. Takes messages as required.

Photocopies employment applications and forwards to departments for review.

Processes new hires.

Schedules meetings and appointments.

Maintains departmental, applicant, and position requisition files.

Formats, keyboards, and edits reports and correspondence.

Compiles, records and logs information.

Uses computer terminal to input and retrieve data to produce weekly job postings, position vacancy report, and personnel related information.

May greet, screen, and direct office visitors.

May compose routine correspondence.

Performs clerical functions incidental to personnel activities.

Family: Support Service
Job Code: 705 Date: 2/89

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.

Yale University Clerical and Technical Job Description
Job: 705 Personnel Assistant Grade C

Required Knowledge:
General knowledge, high school level; detailed but narrow knowledge in one or several work-related areas; general acquaintance with broader field of knowledge.
Working knowledge of business, accounting, or commercial procedures with detailed knowledge in these particular areas.
Working knowledge of University organizational policies and procedures generally; detailed knowledge of one or several narrow areas of University rules or procedures.

Required Skills
Extracts and compiles a range of data from written sources, from individuals by asking questions, or from one or several given databases, limited interpretation of data.
Routine use of a major library catalogue or reference database.
Classifies material for filing; use of straightforward or complex filing systems.
Understands non-routine notes, written instructions, and general policy statements.
Composes and proofreads routine formal letters or memoranda for internal or external circulation.
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.
Formats, stores, and files data on a personal computer to generate basic, pre-established reports.
Schedules and coordinates appointments.
Advises, screens, and refers callers and visitors.

Experience, Education, and Formal Training
Four years of related work experience, two of them in the same job family at the next lower level, and high school level education; or two years of related work experience and an Associate degree; or an equivalent combination of experience and education.

Complexity and Organization
Wide variety of complicated job tasks requiring coordinating numerous processes/methods.
Occasionally coordinates or organizes the work of others.

Interpersonal Relations
Ongoing involvement outside immediate unit.
Offers or obtains specialized information and provides assistance on general matters.
Understands and conveys more complex messages and instructions, and takes action accordingly.

Supervisory Guidelines
Work is subject to general review on occasional basis.
Incumbent plans and schedules own work and/or 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, procedures that are not clearly related to existing tasks and duties.

Independent Judgment
Established procedures/policies govern most work situations.
Regular exercise of independent judgment or initiative.
Problems solved by using established procedures.

Leadership Responsibility
Occasionally provides work guidance or orientation for non-routine procedures/policies.
Often distributes and monitors work.
Impact and Consequence of Error
Work affects both outside the work unit and 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, pressures, deadlines, or emergencies.
Regular sustained concentration.
Some physical effort or dexterity.