AESES - Office Assistant 4

Revision Date: August 2005

Classification: Office Assistant 4
Unit: AESES
Hay Point Range: 184 – 224

CHARACTER OF THE JOB

This level of position provides experienced and in depth procedural office assistance to one or more individuals in a university program, section, department, faculty, school or administrative unit. Incumbents perform a variety of moderately complex duties which may include bookkeeping/basic accounting and/or advanced clerical procedures. For some positions an intermediate to advanced level of computing skills may be required. Incumbents are expected to organize and ensure the completion of various routines of an area which may include the supervision of junior staff and training of new employees at the same or junior levels. Initially incumbents receive general supervision but as knowledge of the area increases, incumbents will work under direction and will be expected to handle administrative details of assigned duties. Incumbents apply their knowledge independently in the day to day administration of the functions of an area, ensuring established policies are followed, requesting assistance for policy interpretation when necessary, or where policies and procedures are not established.

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:

  • Supervises secretarial, clerical or service employees including: planning and assigning work routines and schedules; instructing in procedures; maintaining employee records; interviewing applicants for vacant positions and assisting in selection procedures.
  • Organizes, types or assigns the typing of material requiring advanced skill such as knowledge of a scientific/technical/medical/second language vocabulary.
  • Some positions may require use of specialized functions of computer applications software (eg. desktop publishing, web page and database maintenance, presentation software) and/or use of special symbols.
  • Provides information and assistance independently to others, which requires a direct knowledge of the procedures and programs for an area. Provides general interpretations.
  • Provides or may ensure the provision of a service/ function using independent decision making within policies, procedures, and guidelines, making recommendations for improvement and coordinating with other areas as required.
  • Ensures the preparation and processing of forms (e.g. purchasing and payroll forms); checks and handles routing of forms; organizes and maintains, or may assist with the establishment and maintenance of files or sets of specialized records, libraries, budget control records, student records, and/or other relevant records; controls petty cash and related records; distributes keys; etc.
  • Compile non-routine data required for the preparation of budgets and the maintenance of accounts.
  • Performs complex bookkeeping duties which may include: preparing and processing spreadsheets, journal entries; and/or adjustments to accounts, preparation of statistical surveys, reports and analyses.
  • Handles on own initiative procedures associated with: time-tabling, registration, examinations, general inquiries, etc.
  • Provides secretarial assistance to committees: acts as resource; editing minutes and/or following-up on business arising from the minutes.
  • 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 institute plus 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:

  • Ability to organize, prioritize, and complete complex secretarial, clerical or basic accounting routines.
  • Ability to organize, assign and/or supervise other office staff.
  • Some positions require intermediate to advanced knowledge of computer software applications.
  • Proficiency in the use of shorthand and/or dictating equipment where this is a requirement of the position.
  • Some positions may require knowledge of a second language or specialized vocabulary.

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.