TITLE: Office Assistant II
EXEMPT STATUS: Non-exempt
This is the intermediate level in the Office Assistant job family. Incumbents in this classification perform a wide variety of responsible office support and administrative functions in support of the assigned college program, service, or department. The Office Assistant II position 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 the Office Assistant II level typically work with more independence than the Office Assistant I and exercise judgment and discretion in handling assigned responsibilities, including the ability to resolve problems, exceptions and variations in the work or department services. Office Assistant II positions typically require intermediate level technological skills and may play a role in training or guiding student help and casual employees. Office Assistant II is distinguished from the Senior Office Assistant in that the Senior Office Assistant classification works with a very high degree of independence and initiative, is expected to be very knowledgeable in the technical functions and processes of their department or program, and typically is assigned the most challenging assignments and problems.
TYPICAL DUTIES AND RESPONSIBILITIES
- Greets customers of the department, or other personnel of the college, by phone, in person or through electronic media. Assesses customer 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 ensures 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 computer and a variety of office software applications including word processing, email, and file management. Creates documents in Word or uses predefined templates and form letters. Creates or maintains files in Excel. Creates PowerPoint presentations and uses Access or other databases.
- Assists in creating or maintaining the department's web and intranet pages and uses web publishing software to create documents and other web-based resources.
- Operates office equipment such as printers, copy machines, fax machines. Serves as liaison with service and vendor personnel.
- May provide direct or indirect assistance to academic functions and services. This includes room or 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.
- Enters information into Banner and/or other large and complex databases of department records and services, ensures the accuracy and completeness of the data, and generates reports or outputs as needed.
- Performs research and data gathering activities and prepares reports or summaries of information. Prepares or maintains reports or records and other statistical or quantitative data.
- Receives mail or correspondence for the work unit or area. Opens or reviews correspondence and determines proper disposition.
- Maintains department supplies and inventories. Tracks status, orders, purchases, and maintains or distributes supplies as needed.
- Files documents and develops or modifies filing practices, including use of electronic rather than paper records.
- Coordinates and organizes meetings, and supports other department activities and functions. Schedules or obtains use of rooms and sets up rooms and equipment for use.
- Assists in handling personnel or payroll functions, actions, forms and records.
- Assists in handling and tracking of financial matters, including development or maintenance of the department budget, revenue, expenses or other funding sources.
- Assists in developing or revising procedures, practices and forms.
- Attends and participates in meetings and committees and takes minutes or notes and performs follow-up activities.
- May provide administrative support or assistance in certain defined areas to supervisor or other personnel in the office.
- Receives, records and/or tracks incoming payments receipts and makes proper distribution of records and funds. Researches and resolves discrepancies and makes proper accounting distribution.
- Provides training and informal guidance and direction to other employees.
- Positions in this classification may perform all or some of the functions above and performs other related duties as assigned.
WORK ENVIRONMENT AND PHYSICAL CHARACTERISTICS
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. Position involves sitting for extended periods of time while working at a computer terminal. Some positions may involve limited local travel.
High school diploma or equivalent. Three years of office assistant experience. College or business school training may be substituted for up to two years of the experience requirement.
KNOWLEDGE, SKILLS, AND ABILITIES
- Contemporary office practices, procedures and techniques;
- Spelling, vocabulary, math and grammar skills appropriate to the level of the position;
- Basic budget principles.
- Operating a computer and various software packages;
- Operating a variety of office equipment;
- Identifying student needs and matching them with available resources;
- Creating, organizing and keeping records.
- Develop and maintain effective working relationships;
- Meet college expectations regarding customer service;
- Maintain a reliable and dependable attendance record;
- Provide effective and responsive service to department customers and contacts;
- Locate information using electronic resources, including the Intranet and Internet, as assigned;
- Learn and utilize Banner or other information systems and databases.