Revision Date: February 1984
Classification: Office Assistant 4
Unit: C.U.P.E. 1482
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. Incumbents are expected to organize and ensure the completion of various routines of an area which may include assisting with 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, or where policies and procedures are not established.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES
- Provides or may ensure the provision of services and may supervise 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.
- Types or may ensure the typing of correspondence, administrative forms, course work, etc. from copy, dictating machine and/or shorthand notes and organizes, types or assigns the typing of lecture and research material requiring advanced skill such as knowledge of a scientific/technical/medical/second language vocabulary and/or use of special symbol keyboards.
- Composes and types correspondence which requires a direct knowledge of the procedures of the programs for an area.
- Performs functions of automated keyboard office equipment for information processing and retention, resolving problems encountered and maintaining departmental priorities, guidelines and other application decisions for the use of such equipment.
- May act as a receptionist for an area, receiving, screening and referring visitors and calls, taking messages and providing information requiring a good knowledge of university policies and procedures; making appointments and arranging for meetings, room bookings, travel, etc.
- 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.
- May compile data required for the preparation of budgets and the maintenance of accounts
- Performs bookkeeping duties which may include: journal entries; statement balancing and reconciliation; preparation and processing of payroll, billings, personnel and administrative forms; preparation of statistical surveys, reports and analyses.
- Handles on own initiative or may assist in procedures associated with: time-tabling, registration, examinations, general inquiries, etc.
- Provides secretarial assistance to committees: typing agendas; arranging meetings; taking, transcribing, distributing and, where assigned, editing minutes and/or following-up on business arising from the minutes.
- May assume other responsibilities in supervisor's absence.
- Performs other related duties as assigned.
The minimum qualifications necessary for acceptable (satisfactory) job performance are:
Level of Formal Education and Experience
- Completion of a High school or equivalent program of studies in directly related applied office skills plus 3 years of directly related experience.
- or -
- High school completion plus four years of directly related experience.
- An acceptable equivalent combination of education and experience may be considered.
Skills & Abilities
- Ability to organize and complete complex secretarial, clerical or basic accounting routines.
- Ability to organize, assign and/or supervise other office staff.
- Ability to deal effectively with all levels of staff, students and the public, while maintaining good relations.
- 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.
- Some positions require keyboard skills with the ability to meet test standards in typing (minimum 60 wpm).
- ability to operate automated keyboard office equipment as assigned.
- Appropriate communication skills, verbally and in writing.
- Capable of performing the duties as assigned.