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The University of ¶¡ÏãÔ°AV Class Specification

Classification:  Office Assistant 3                                 Revision Date:  September 2001 
Unit:  AESES
Hay Point Range:   131 - 170

CHARACTER OF THIS CLASSIFICATION LEVEL

In positions at this level, incumbents provide general reception/secretarial/clerical/bookkeeping assistance. A variety of office routines are performed following standardized policies and procedures.  Incumbents may be assigned one or more specific areas of responsibility within a University program, section or department.  Although incumbents may require close supervision during their training period, once trained they work under general supervision or direction.  Incumbents may be required to assist in the introductory training and assigning of work to other employees at the same or lower levels.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES WHICH ARE INTENDED TO ILLUSTRATE THE CHARACTERISTICS OF THIS CLASSIFICATION LEVEL AND SHOULD NOT BE INTERPRETED AS A DESCRIPTION OF ANY ONE INDIVIDUAL POSITION WITHIN THIS CLASSIFICATION LEVEL
  1. Performs receptionist duties for an area including: receiving, screening and directing calls and visitors, taking messages, making appointments, etc.
  2. Arranges and secures equipment, facilities and services for meetings and events, arranges meetings, prepares and distributes notices, agendas, and related materials
  3. Types and proofreads correspondence, form letters, administrative, teaching or research forms, reports, minutes of meetings, etc., from hard copy or dictation, maintains various lists and indexes, etc.
  4. May make travel arrangements, process and monitor related documentation
  5. Provides information and assistance to staff, students and the public based on a knowledge of university policies, regulations and procedures.  Complex inquiries or requests for interpretation of policies are referred to a more senior staff member
  6. Accesses and maintains current manual and computerized records and files related to the activities of an area
  7. Performs routine data compilation for the preparation of reports, data processing and/or word processing using a variety of basic to standard functions of application software packages
  8. Operates automated office equipment including: copying and calculating equipment, desktop computer, postal equipment, etc., and performs routine maintenance
  9. Orders and maintains an inventory of general office supplies, materials, books, informative documents, etc.
  10. Receives and receipts specialized forms, verifies accuracy and completeness of forms, matches, sorts and distributes forms and documents, checks for appropriate information, authorizes form content, etc.
  11. Prepares and microfilms materials, stores and assists users in retrieval of records, operates microfilming equipment and coordinates services with outside suppliers
  12. Processes incoming and prepares outgoing mail (regular and mass mailings) and arranges for couriers
  13. Provides service to customers involving: displaying and selling merchandise, verifying inventory or special orders, accepting payments, operating a cash register, preparing invoices and processing refunds
  14. May assist in the orientation, training and assigning of work to other  employees at the same or lower levels and may act as backup to other positions during absences
  15. May attend and/or participate in meetings
  16. Purchases routine supplies (ie: stationery and magazines) from suppliers in accordance with established price lists and procedures, receives price quotes, monitors inventory, recommends adjustments to stock level and prepares materials
  17. Performs computations, costs items/services, balances cash/cheques, prepares and reconciles invoices, payments, expenditures and/or statements and may make deposits and/or issue receipts
  18. Performs routine analyses and reconciles supplier, department or general ledger accounts
  19. Provides information and/or initiates follow up in writing or by telephone regarding purchase orders/invoices or account status
  20. Codes documents with appropriate data and/or account number
  21. Performs other related duties as required or assigned
QUALIFICATIONS REQUIRED

The minimum qualifications necessary for acceptable (satisfactory)  performance are:

Level of Formal Education 

  • High school completion or equivalent program of studies with office skills training
Experience
  • Two years of directly related experience
  • or
  • An acceptable equivalent combination of education and experience
Skills and Abilities
  • Must be accurate and attend to details
  • Ability to organize and prioritize routine secretarial, bookkeeping and clerical functions
  • Ability to apply manual and automated procedures
  • Some positions require keyboard skills with the ability to meet test standards in typing of 50 w.p.m. and knowledge of standard functions of software applications
  • Effective oral and written communication skills with the ability to establish and maintain good working relationships with staff, students, and the public
Physical Requirements
  • Some positions may require the incumbent to be bondable
  • Capable of performing the duties as assigned