Portland Community College | Portland, Oregon Portland Community College

Office Assistant, Senior

 

Title: Office Assistant, Senior  

Class: Classified

Exempt Status: Non-exempt

Grade: 18

Job Summary

This is the senior 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 which requires full proficiency in general office functions. The Senior Office Assistant position requires in-depth and/or specialized technical knowledge of the department or work unit’s function, policies, procedures, governing laws and regulations or other pertinent bodies of knowledge. Incumbents may have lead worker responsibilities over classified staff.

Distinguishing Characteristics

Critical distinguishing factors for this classification are that incumbents work with a very high degree of independence and discretion, are expected to be very knowledgeable in the technical functions and processes of their department or program, and typically are assigned the most complex and challenging assignments and problems.

Typical Duties and Responsibilities

  1. 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 ensuring satisfactory customer service.
  2. Processes forms or applications to ensure accuracy and completeness; computes or verifies data, fees or payments, enter data and forward or file paperwork.
  3. Uses a computer and a variety of office software applications including word processing, email, spreadsheets 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.
  4. 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.
  5. Operates office equipment such as printers, copy machines, fax machines. Serves as liaison with service and vendor personnel.
  6. 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.
  7. 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.
  8. Performs research, data gathering activities, assists in data analysis, and prepare reports or summaries of information. Prepares or maintains reports or records and other statistical or quantitative data.
  9. Receives mail or correspondence for the work unit or area. Opens or reviews correspondence and determines proper disposition.
  10. Maintains department supplies and inventories. Tracks status, orders, purchases, maintains or distributes supplies as needed.
  11. Files documents and develops or modify filing practices, including use of electronic rather than paper records.
  12. 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.
  13. Assists in handling personnel or payroll functions, actions, forms and records.
  14. Assists in handling and tracking of financial matters, including development or maintenance of the department budget, revenue, expenses or other funding sources.
  15. Assists in developing or revising procedures, practices and forms.
  16. Attends and participates in meetings and committees and takes minutes or notes and performs follow-up activities.
  17. May provide administrative support or assistance in certain defined areas to supervisor or other personnel in the office.
  18. 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.
  19. Provides training and informal guidance and direction to other employees. May act as lead office support.
  20. Positions in this classification may perform all or some of the functions above and performs other related duties as assigned.

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. Position involves sitting for extended periods of time while working at a computer terminal. Some positions may involve limited local travel.

Minimum Qualifications

High school diploma or equivalent. 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, Skills, and Abilities

Knowledge of:

  • Contemporary office practices, procedures and techniques;
  • Spelling, vocabulary, math and grammar skills appropriate to the level of the position;
  • Advanced budget principles.

Skill in:

  • Operating a computer and various software packages;
  • Operating a variety of office equipment;
  • Identifying student needs and matching them with available resources.

Able to:

  • 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;
  • Create and maintain accurate and up-to-date records.
Reviewed: 12/18
New: 04/2005
Revised: 12/2015
Replaces: OSS 1-6 job family

* Some positions in this classification are confidential and not represented