Office Assistant Job Class Description
Title: Office Assistant I
Exempt Status: Non-exempt
This is the first 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 I position requires proficiency in the full range of general office services and functions as well as knowledge of the services of their department and work assignment.
Office Assistant I is distinguished from the Office Assistant II and III by 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 and III positions work with considerable independence, apply advanced technical knowledge, and exercise judgment and discretion in handling assigned responsibilities.
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 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. Creates documents in Word or uses predefined templates and form letters. Creates or maintains files in Excel. May create PowerPoint presentations and use Access or other databases.
- Operates office equipment such as printers, copy machines, fax machines. Serves as liaison with service and vendor personnel.
- Provides 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.
- 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, organizes, and takes minutes at meetings, and supports other department activities and functions. Schedules or obtains use of rooms and sets up rooms and equipment for use.
- Performs other related duties as assigned.
WORK ENVIRONMENT AND PHYSICAL CHARACTERISTICS
Position involves sitting for extended periods of time while working at a computer terminal. 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.
High school diploma or equivalent. One year business school training or related work experience.
Knowledge, Skills, and Abilities
- Contemporary office practices, procedures and techniques;
- Spelling, vocabulary, math and grammar skills appropriate to the level of the position.
- 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.