AESES - Office Assistant 3

Revision Date: August 2005

Classification: Office Assistant 3
Unit: AESES
Hay Point Range: 153 – 183

CHARACTER OF THE JOB

Positions at this level provide office assistance by performing proficient secretarial/ reception/ clerical/ bookkeeping and/or records processing. A variety of office routines are performed following standardized policies and procedures. For some positions an introductory to intermediate level of computing skills may be required. Incumbents may be assigned one or more specific areas of responsibility within a university program, section, department, faculty, school or administrative unit. Incumbents may require initial close supervision during their training period. Once trained, they are expected to perform under general supervision or direction. Incumbents may be required to supervise and/or assist in the introductory training of new employees at the same or junior levels.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES
In addition to any characteristic duties and responsibilities found in the junior office assistant class specifications, positions at this level may also:

  • Is responsible for performing office functions associated with: establishing and maintaining a filing system and/or library; maintaining, providing information and following up requisitions, orders, prices, invoices, etc.; arranges and secures equipment, facilities/ rooms and services for meetings and events.
  • Assists with student admissions, registration, timetabling and examinations; Course Sectioning Files, maintaining various specialized records related to the activities of an area (e.g. absentee records, budget control records, student records, etc.); coordinates SEEQ evaluations, etc.
  • Performs or assigns word processing and/or data processing associated with: shorthand notes or self-initiated correspondence and organizes and types coursework and research/ resource materials containing a degree of complexity, basic recognition of terminology or second language, special symbols and formats, etc. using a variety of standard to specialized functions of computer software applications.
  • Responsible for secretarial support associated with: making travel arrangements and processing and monitoring related documentation, etc., attends meetings, takes, transcribes, and distributes minutes, arranges appointments and meetings, events, space and associated services, prepares and distributes materials, notices, agendas, etc. and may participate in committees.
  • Performs bookkeeping routines associated with: statement balancing and reconciliation; assessing fees; preparing financial accounts and bank deposits; making journal entries; routine analysis etc.
  • Compiles data and statistics in preparation of reports.
  • Purchases routine supplies/ stock in accordance with established procedures, receives price quotes, monitors inventory, recommends adjustments to stock level and prepares materials.
  • Updates and maintains departmental website content using content management software.
  • Provides information requiring a direct knowledge of university/ faculty/ unit policies, regulations, and procedures.
  • Assists in procedures of acquiring, training and supervising junior staff.
  • Assumes other responsibilities in absence of other staff.
  • Performs other related duties as required or assigned.

QUALIFICATIONS REQUIRED

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

Level of Formal Education

  • Completion of a formal training program in a related discipline from a recognized institution plus two years of directly related experience.
    - or -
  • Three years of directly related experience.

Experience

An acceptable equivalent combination of education and experience.

Skills and Abilities

In addition to the skills and abilities required in the junior office assistant class specifications, positions at this level may require:

  • Basic knowledge of general office practices with the ability to organize and prioritize standard secretarial, reception, bookkeeping, and clerical functions.
  • Proficiency with introductory to intermediate functions of computer software applications.
  • Ability to use shorthand and/or dictating equipment where this is a requirement of the position.

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: Intermediate Computing Skills

  • Shall demonstrate proficiency in using intermediate features associated with word processing applications such as creating standard tables, inserting images within a document.
  • Able to perform operations associated with developing and formatting a spreadsheet and using basic formulas and functions.
  • Shall demonstrate introductory level skills, such as creating, formatting, and preparing presentations.
  • Able to open a database and enter or edit data in tables.
  • Shall understand concepts of web publishing and have the ability to update departmental web site content using content management software such as RedDot.