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Classification:  Office Assistant 5                                 Revision Date:  September 2001 
Unit:  AESES
Hay Point Range:   206 - 245

In positions at this level, incumbents provide experienced and specialized office assistance to a university department or administrative unit.  Incumbents perform a variety of moderately complex duties which include specialized secretarial, bookkeeping and/or clerical procedures.  Under direction, incumbents exercise considerable initiative and independent decision making in interpreting policies and procedures, establishing priorities, coordinating work and assisting in the development of guidelines and procedures.  Complex inquiries or matters for which there is no precedent are referred to a more senior staff member.  Incumbents may be involved in hiring, training and/or supervising other employees at the same or lower levels.

1. Provides specialized information and interprets general policies and procedures to staff, students and the public requiring an in-depth knowledge of university policies and procedures.  Some positions may require knowledge of policies and procedures of external agencies/institutions
2. Types, proofreads and edits correspondence, newsletters, forms, documents, tickets, publications, manuscripts, schedules, programs, timetables, course outlines, calendar entries, examinations, reports, etc., from copy, dictation and/or shorthand notes requiring advanced skill in presentation and formatting and knowledge of scientific/technical/second language vocabulary and/or use of specialized symbols or alphabets
3. Attends meetings, takes, transcribes and distributes minutes, arranges appointments, meetings, events, space and associated services, prepares and distributes materials, notices and agendas, etc. and may participate in committees and do follow-up as necessary
4. Composes correspondence, form letters and forms on own initiative when required
5. Organizes and may supervise other staff including: hiring. training, work assignment and evaluation, etc.
6. Makes travel arrangements, processing and monitoring related documentation
7. Coordinates and performs procedures and changes in academic and financial records, processing specialized manual and computerized forms, records, lists and files, using independent decision making within policies, procedures and guidelines, making recommendations for improvement and coordinating with other areas as required
8. Acts as liaison with instructors, faculty, students, other university departments and external agencies, including arranging for support services, distributing and collecting information and mailings, and maintaining confidentiality
9. Compiles and verifies data and statistics for the preparation of specialized reports, performs data processing and/or word processing using a variety of specialized functions of application software packages
10. Prepares material for internal and/or external data processing involving: maintaining batch and output controls, correcting processing errors, building and maintaining mailing lists, etc.
11. Provides assistance in coordinating special events - ie: conferences, workshops, registrations, reunions, concerts, speakers, tours, etc., which may include: arranging support services, distributing invitations, arranging physical facilities, accepting registrations, etc.
12. Operates and/or trains others in the operation of automated office equipment (eg: desktop computer, photocopier, etc.) does any backup procedures or activities required and arranges servicing as needed
13. Monitors, balances and reconciles accounts receivable and payable including: receiving, receipting, refunding, verifying and depositing monies to appropriate accounts, reconciling amounts and deposits, preparing and typing statements for a variety of accounts (eg: grants, agencies, capital, student fees, etc.), preparing and processing journal entries, adjusting entries and performing collection activities
14. Provides financial information and analysis reports to department heads, staff, grantors and grantees on a variety of accounts
15. Allocates and distributes billings, monitors and maintains income and expenditure records and budgets and prepares invoices and preliminary financial statements
16. May process orders to maintain satisfactory levels of inventory items
17. Creates and/or coordinates production of handbooks, newsletters, etc.
18. Updates/maintains departmental website
19. May oversee the operation of a service (e.g. hiring, training and scheduling staff, monitoring stock levels, pricing, customer service, etc.)
20. Performs other related duties as required or assigned

The minimum qualifications necessary for acceptable (satisfactory)  performance are:

Level of Formal Education 

• High school completion or equivalent program of studies with office skills training
• Completion of a formal training program in a related discipline from a recognized institution

• Four years of directly related experience
• or
• An acceptable equivalent combination of education and experience

• Ability to plan, organize and coordinate work activities of secretarial, accounting and/or moderately complex clerical functions to ensure completion within established deadlines
• Ability to communicate effectively both orally and in writing with all levels of staff, students and the public in providing detailed and specialized information in a confidential manner
• Some positions require proficiency in the use of shorthand dictation and/or working with financial numbers
• Some positions require keyboard skills with the ability to meet test standards in typing of 60 w.p.m. and knowledge of specialized functions of software applications

• Capable of performing the duties as assigned