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Classification:  Office Assistant 6                                 Revision Date:  September 2001 
Unit:  AESES
Hay Point Range:   246 - 290

In positions at this level, incumbents provide office assistance through the application of advanced vocational skills which include complex secretarial, accounting or advanced clerical procedures and/or specialized knowledge of an area to organize and coordinate day-to-day activities, function(s) or program(s) in a department, area, unit or division.  Under direction, incumbents exercise initiative and decision making in the interpretation of policies and procedures and may recommend and implement procedures, guidelines and priorities for an area or unit.  Incumbents participate in hiring and train and supervise other employees at the same or lower levels.

1. Provides specialized information on the status of accounts, services or activities, interprets policies and procedures and handles correspondence and inquiries to and/or from internal and external contacts requiring an in-depth knowledge of university policies and procedures.  Some positions require the knowledge of policies and procedures of external agencies/institutions
2. Performs financial and/or academic record keeping functions and/or prepares material for data processing and reporting including: batch and control functions, monitoring and correcting discrepancies, reconciling accounts and records, inventory maintenance, travel costs, taxes, invoices, purchase orders, cheque processing, fixed assets, etc. and authorizing appropriate actions
3. Initiates buying processes for a department involving: contacting suppliers, ordering, maintaining product and price lists, monitoring inventory and adjusting computerized records accordingly, placing and tracing orders, etc.
4. Compiles specialized data and statistics, for the preparation of specialized reports (eg: analyses, estimates, projections, etc.), performs data processing and/or word processing using a variety of specialized functions of application software packages, including editing and proofreading
5. Coordinates internal support services in the preparation, publication and distribution of promotional materials, directories, brochures and assists in design and marketing
6. Responsible for maintaining and monitoring accounts payable and/or receivable involving: processing and preparing monthly statements, reconciling invoices and accounts, initiating collection activities by telephone and correspondence, etc.
7. Verifies information and authorizes payments to specified limits, prepares remittances to suppliers, monitors account entries and investigates discrepancies and may assign general ledger account codes
8. Performs bookkeeping activities relevant to month-end and year-end records
9. Participates in hiring and trains and supervises assistants at the same or lower levels including:  planning and assigning work routines and schedules, providing instruction in procedures, maintaining personnel and payroll records, assisting in selection and performance review activities, etc.
10. Provides back-up to other positions in the area as required or assigned
11. Coordinates and/or participates in special projects, assignments or processes
12. Maintains current knowledge of area of work
13. Provides basic advice and assisstance to students on degree requirements and new technologies
14. Assists in planning and developing programs
15. May detect, investigate and solve internal security problems and recommend related policies
16. 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
• Some positions may require an undergraduate degree or an acceptable equivalent combination of education and experience

• Five years of directly related experience in progressively responsible positions
• or
• An acceptable equivalent combination of education and experience

• Ability to plan, organize, prioritize and coordinate work activities within and between work groups and supervise secretarial, accounting and complex clerical functions
• Well developed oral and written communication skills with ability to develop detailed reports and make presentations when required
• Ability to understand and/or develop University specific policies, procedures, guidelines, regulations, deadlines and ensure compliance with them
• Ability to establish and maintain effective working relationships with all levels of students, staff, public and external contacts
• 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