AESES - Administrative Assistant 1

Revision Date: August 2005

Classification: Administrative Assistant 1
Unit: AESES
Hay Point Range: 271 – 331

CHARACTER OF THE JOB

This is the introductory level of administrative assistance to a University program, section, department, faculty, school, administrative unit or area. Incumbents perform general administrative duties or administer a specific function(s) within a program, unit or area within a unit.

Under direction, incumbents will exercise initiative and independence in planning, coordinating and supervising operational functions and in making recommendations concerning major changes. The supervision of other employees at the same or lower levels may be a requirement.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

  • Interprets policies, procedures and regulations and provides advice and assistance to staff, students and the public.
  • Provides liaison with University or external departments, areas and agencies, developing personal contacts.
  • Supervises the activities of a group of secretarial , clerical and/or service employees, including assisting in: recommending appointments, dismissals and promotions; planning, assigning and scheduling work and performance management.
  • Is responsible for maintaining financial and/or staff records; compiling data required in the preparation of budgets, handling payroll and related accounting. May assist in providing budgetary estimates.
  • Prepares, processes and expedites an area =s forms and accounts.
  • Prepares reports summarizing data and statistics relevant to the activities of an area.
  • Is responsible for the application of basic accounting concepts for the specific accounting requirements of an area.
  • Provides counseling information and advice to present and prospective students, referring for professional guidance where appropriate.
  • Is responsible for a variety of duties which could include: ordering and maintaining supplies and equipment; allocating space; coordinating and assessing time-tabling; coordinating registration, manuals, etc.
  • Handles special projects and studies as required for the department.
  • Performs other related duties as required or assigned.

QUALIFICATIONS REQUIRED

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

Level of Formal Education

  • Undergraduate degree in a related discipline.
  • Knowledge of University regulations, programs and procedures as they relate to the function/program.
  • Some positions require Third year standing in a recognized professional accounting program plus 2 years experience in an accounting-related position required, where a knowledge of accounting theory and practice and a working knowledge of computer produced data has been acquired.

Experience

  • One year of directly-related administrative experience.
  • An acceptable equivalent combination of education and experience may be considered.

Skills and Abilities

  • Demonstrated ability to plan, organize, coordinate and establish work priorities and deadlines.
  • Effective oral and written communication skills, with the ability to provide advice and develop and present informational materials.
  • Ability to make sound independent judgments and utilize problem solving abilities.
  • Ability to establish and maintain effective working relationships with various levels of internal and external contacts.
  • Some positions require ability to use advanced level of computerized software packages for statistical analysis, financial, graphics and word processing.
  • Ability to communicate effectively with all levels of staff and the public in a diplomatic, firm but tactful manner.
  • Ability to process large numbers of documents with speed, accuracy and attention to detail in order to meet strict deadlines.
  • Some positions require ability to perform accounting procedures.
  • Some positions require demonstrated ability to supervise the work of other employees.
  • Some positions, require an ability to understand and deal with student problems.

Physical Requirements

Capable of performing the duties as assigned.

This class specification is 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.

Note: Representative Advanced Computing Skills

  • Shall demonstrate proficiency in using advanced features associated with word processing applications such as using mail merge tools, and creating reports with footnotes/ endnotes, table of contents, bibliographies, and indexes.
  • The candidate shall demonstrate competence in advanced features of a spreadsheet application such as creating and editing charts and graphs, sharing data between applications, and creating and editing templates.
  • Shall be able to create a variety of presentations using presentation software (PowerPoint) for different audiences.
  • Shall be able to plan and create a small single subject database, run queries, forms and reports.
  • Experience with creating publications using desktop publishing software like PageMaker, InDesign, and Publisher.
  • Shall demonstrate the ability to organize content, modify images (scanning, Photoshop, Fireworks), and use web publishing software such as Dreamweaver and RedDot.

Some knowledge of specialized software may be required depending on departmental needs, for example, SAS, SPSS, MathCAD, etc.