Office Assistant: I, II and Senior
Grade: Office Assistant I: 13
Office Assistant II: 15
Senior Office Assistant: 18
Positions in this job family perform a wide variety of responsible office support and administrative functions in support of the assigned college program, service or department. They require proficiency in the full range of general office services and functions as well as specific technical knowledge and expertise in the services of their department and work assignment.
Office Assistant I is the entry level in the job family but requires a significant level of general proficiency in office tools, processes, protocols and procedures. Positions at this level generally emphasize performing well defined, semi routine functions with relatively close supervision and requiring limited technical knowledge of the department or area of assignment.
Office Assistant II is the journey or working level. It requires full proficiency in general office functions as well as the ability to learn and use a significant level of technical knowledge of the department or area of assignment. Positions at this level typically work with considerable independence and exercise judgment and discretion in handling assigned responsibilities, including the ability to resolve problems, exceptions and variations in the work or department services. II level positions typically require intermediate level technological skills and may play a role in training or guiding student help and casual employees.
Senior Office Assistant is the highly experienced and specialized level. While the core duties overlap significantly with the I and II levels, Senior Office Assistants work with a very high degree of independence and initiative, are expected to be very knowledgeable in the technical functions and processes of their department or program and typically are assigned the most challenging assignments and problems.
Typical Duties and Responsibilities
The following tasks and responsibilities are typical of positions in this job family and vary significantly from department to department and from position to position.
- Greets customers of the department, or other personnel of the college, by phone, in person or through electronic media. Assesses customers' needs and explains services, processes, procedures and guidelines. Handles requests/transactions or directs the person or matter to the proper sources. Assists in resolving problems and ensuring satisfactory customer service.
- Processes forms or applications to ensure accuracy and completeness; computes or verifies data, fees or payments, enters data and forwards or files paperwork.
- Uses a personal computer and a variety of office software applications including word processing, email, and file management. Prepares documents in Word from scratch or using predefined templates and form letters. Creates or maintains files in Excel. May create PowerPoint presentations and use Access or other databases.
- May assist in creating or maintaining the department's web and intranet pages and use web publishing software to create documents and other web-based resources.
- Operates other office equipment such as printers, copy machines, fax machines. May serve as liaison with service and vendor personnel.
- May provide direct or indirect assistance to academic functions and services. These include class scheduling, administration of student records, test administration and scoring, supporting counseling/advising services and general support to programs in all areas of the college.
- Most positions make extensive use of large and complex databases of department records and services such as Banner. Enter information, ensure the accuracy and completeness of the data and generate reports or outputs as needed.
- Performs research and data gathering activities and may prepare reports or summaries of information. Prepares or maintains reports or records and other statistical or quantitative data.
- May serve as receiver of mail or correspondence for the work unit or area. Opens or reviews correspondence and determines proper disposition.
- May have some or all responsibility for department supplies and inventories. Tracks status and orders, purchases, maintains or distributes as needed.
- Files documents and may be responsible for developing or modifying filing practices, including use of electronic rather than paper records.
- Coordinates and organizes meetings, and other department activities and functions. May schedule or obtain use of rooms and may set up rooms and equipment for use.
- May assist in handling personnel or payroll functions, actions, forms and records.
- May assist in handling and tracking of financial matters, including development or maintenance of the department budget, revenue, expenses or other funding sources.
- May assist in developing or revising procedures, practices and forms.
- Attends and participates in meetings and committees and may take minutes or notes and perform follow-up activities.
- May provide administrative support or assistance in certain defined areas to supervisor or other personnel in the office.
- May receive, record and/or track incoming payments receipts and makes proper distribution of records and funds. Researches and resolves discrepancies and makes proper accounting distribution.
- May provide training and informal guidance and direction to other employees.
Positions in this classification may perform all or some of the functions above and other related duties as assigned.
High school diploma or equivalent.
Office Assistant I
One year business school training or related work experience.
Office Assistant II
Three years of office assistant experience. College or business school training may be substituted for up to two years of the required experience.
Senior Office Assistant
Five years of office assistant experience. College or business school training may be substituted for up to two years of the experience requirement.
Experience, education or training in the department or program area of assignment is highly desirable.
Knowledge of: Contemporary office practices, procedures and techniques; spelling, vocabulary, math and grammar skills appropriate to the level of the position; use and operation of personal computers and associated standard office software, basic customer service standards and principles; other office resources and equipment including phones and telecommunications systems, fax machines, copy machines, TTY devices.
Ability to: Develop and maintain effective working relationships; maintain a reliable and dependable attendance record; provide effective and responsive service to department customers and contacts; perform all assigned tasks efficiently and accurately and create and maintain accurate records; possess and demonstrate the required level of proficiency in desktop computers and other assigned software or electronic resources, including the Intranet and Internet, as assigned; learn and utilize Banner or other information systems and databases; create and maintain accurate and up-to-date records.
Work Environment and Physical Requirements
Positions in this job family typically work in an office setting but may be assigned more physical duties such as transporting office supplies and equipment. Some positions may involve limited local travel.
NEW: April 2005
REPLACES: OSS 1-6 job family
* Some positions in these classifications are confidential and not represented
Appendix: Classification Distinctions
This appendix is not a part of the official job description but offers guidance and clarification on distinctions between the II and Senior levels for job classification purposes.
Senior Office Assistant positions are distinguished by the following measurements:
The complexity of the work as measured by the variety and difficulty of the work and the level of judgment and discretion required. Higher level positions are often assigned the most difficult work or called on to address the most significant problems and challenges.
The degree of independence as measured by supervisory direction and assistance as well as direction in the form of defined procedures, requirements and processes. Higher level positions are often set apart by the discretion, authority and responsibility they have to make difficult decisions on their own.
The requirement for in-depth or specialized technical knowledge of their department or work unit's function, policies, procedures, governing laws and regulations or other pertinent bodies of knowledge. Higher level positions often serve as in-house experts or specialists who have acquired, and use, a great deal of knowledge about the department, program or service they support.
There is no bright-line test or exact phrase or definition for how complex, independent or specialized a position must be to qualify. All judgments are relative and made within the organizational unit or job group. In addition, the three factors are very interrelated. For example, independence leads to increased complexity of the work and specialized technical knowledge typically leads to increased independence.
As a general rule, a position must meet the criteria on two of the three factors to qualify for classification at the senior level. There will be many occasions where positions are at a higher level on all three measurements. There may also be occasions where a position is considered Senior level because of very high assessment on just one of the three factors, for example an Office Assistant who works almost completely alone in a small satellite office of the college.