Clerical Administrative Generic Job Summaries and Factor Guides
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Senior Clerk (Title Code 4672)
Summary - Perform a variety of routine duties such as maintaining alphabetical, numerical or subject files. May perform word processing to generate tables, charts, memos, reports, correspondence and other material, with accuracy, to meet assigned deadlines. Reception by phone or in person; refer messages; open and distribute mail; schedule rooms; gather specified information from easily available sources. See Clerical/Administrative Matrix for specialized functions.
Knowledge and Skills - Basic knowledge of general/standard office and administrative procedures and methods. Basic data entry and word processing skills may be required. Familiarity with directly applicable departmental policy or procedure is required. Oral and written communication skills sufficient to provide routine information, greet visitors, answer inquiries, and refer calls.
Independence - Routine work is performed under close supervision and detailed instructions are given for new or more complex assignments. Routine work is reviewed through spot checking or occasionally as an end product; new or more complex assignments are reviewed as each task is completed. Guidelines, schedules, and deadlines are well established and easily available.
Complexity - Work is usually routine but may involve more than one function or activity. Work usually involves a series of tasks and requires some organizational skills to accomplish by the established deadlines.
Decision-Making/Problem-Solving Skills - Problems solved are routine in nature and restricted to the tasks at hand. Judgment is required to select from standard methods.
Assistant I (Title Code 4724)
Summary - Perform a variety of clerical and administrative duties ranging from routine to moderately complex. Use more than one software package to prepare equations, tables, charts, spreadsheets, memos, reports, and other material requiring accuracy and speed. Set up and maintain alphabetical, numerical, and subject filing systems. Reception by phone or in person; refer messages; provide general information; open, distribute, route mail using some judgment for appropriate recipients. Gather information from readily available sources; compile and prepare routine reports; compose routine correspondence. May act as secretary for organizational unit. See Clerical/Administrative Matrix for specialized functions.
Knowledge and Skills - Knowledge of standard office procedures and applicable University policy, procedure, rules, and regulations. Computer skills sufficient to prepare manuscripts in publisher's format, word process statistical and scientific reports, and enter data on spreadsheets. Basic knowledge of several standard functions (e.g., payroll, purchasing, accounting). Oral and written communication skills sufficient to explain departmental policy/procedure, refer to a variety of sources, and utilize knowledge of department and University.
Independence - Work under general supervision; assignments are given in terms of subject area concerned, with specific objectives and possible problems identified. Guidelines may include university, departmental policies and procedures, as well as relevant rules and regulations.
Complexity - Work is of moderate complexity and involves more than one function or activity. Ability to establish priorities for assigned tasks. Conflicting priorities are resolved by supervisor. Organizational skills sufficient to accomplish work by established deadlines. Ability to coordinate phases of work with others.
Decision-Making/Problem-Solving Skills - In limited subject areas judgment is required to determine the applicability of guidelines or policies to specific cases or problems. Some ingenuity and initiative required to collect information, coordinate activities with others, and resolve routine and/or factual problems.
Assistant II (Title Code 4723)
Summary - Perform a variety of moderately complex to difficult tasks within one or more administrative functions (e.g., accounting, payroll, contract & grant administration, personnel, purchasing, student services) in support of an academic department or organizational unit. Gather information from diverse sources; compose non-routine reports/corresondence; design and maintain record keeping and database systems within existing software programs; provide routine projections (e.g., budget, staffing, equipment). Provide guidance and interpretation on relevant policies, procedures, and regulations. Attend or represent unit/supervisor at routine meetings, takes notes, and drafts minutes. May perform or supervise secretarial/administrative duties for organizational unit. See Clerical/Administrative Matrix for specialized functions.
Knowledge and Skills - Sufficient knowledge of functional area(s) or related professional field, where the exercise of judgment is limited to applying applicable policies, procedures, regulations, and program objectives (e.g., accounting principles, admission and graduation requirements, residency rules and regulations) and review of transactions (e.g., payroll, purchasing). Computer skills sufficient to operate on-line system and complex software or develop formulas for moderately sophisticated spreadsheets. Ability to identify and resolve simple software or hardware problems or recommend purchase of specialized office equipment. Knowledge of and ability to access World Wide Web, update and maintain websites/pages. Oral and written communication skills sufficient to interpret and apply policies and procedures and to resolve problems.
Independence - Work is reviewed primarily for end results and is performed under general guidelines or procedures which include administrative directives in the form of rules, policies, and established precedents pertinent to the assignment. Ability to establish own priorities.
Complexity - Work involves responsibility for an administrative or technical function or several dissimilar functions. Work requires considerable organizational skill to accomplish.
Decision-Making/Analytical Skills - Ability to exercise judgment to research and solve operational problems where the answer is not apparent. Ability to decide when approval of an unusual transaction exceeds assigned authority or would have broad ramifications, and to bring such incidents to the attention of supervisor. Perform qualitative review of individual cases, identify trends, and make recommendations.
Supervision - May supervise several student or career employees and participate in selection, training, evaluation, and corrective actions.
Assistant III (Title Code 4722)
Summary - Positions as (_____) Assistant III are either administrative experts or unit administrative assistants.
As administrative experts, conduct research and provide analyses and solutions to recurring or unusual administrative problems. Apply extensive knowledge of University policies and procedures or knowledge of the principles and practices of a technical or professional field. May compile and present analytical reports with recommendations for changes to procedures, practices or policies. May develop policy recommendations.
As unit administrative assistants, oversee or provide comprehensive administrative support (e.g., accounting, personnel support, purchasing, student services, etc.) for an organizational unit or department. May have supervisory responsibility for several administrative functions/services, make appropriate decisions within these areas, determine staffing needs, and are accountable for results produced. Supervise and train staff, frequently determine unit procedures, methods, and policy applications required for the operation of the unit. See Clerical/Administrative Matrix for specialized functions.
Knowledge and Skills - In-depth knowledge of the field sufficient to develop recommendations, oversee assigned functions (e.g., oversee forms processing, payroll, or purchasing), or resolve non-routine administrative problems, advise, and determine applicable policy, procedures, and requirements (e.g., recommend procedures to improve efficiency of assigned functions).
Independence - Ability to oversee the day-to-day operational decisions of a total program, service, department, or functional area. Work is reviewed primarily for end results. May consult with supervisor when problems involve new application or interpretation of policy, requiring a clear deviation from same, or affect the professional activities of the unit. Most work activities are self-initiated within scope of stated objectives.
Complexity - Policies, guidelines, and regulations may not be clear or directly applicable and problems are of a variety frequently requiring determination of appropriate actions or application of professional knowledge. Work is complex, involving responsibility for a comprehensive function or several dissimilar comprehensive functions performed by self and/or supervised staff.
Decision-Making/Analytical Skills - Exercise originality to develop recommendations, methods, and procedures for improving efficiency of the assigned function(s) or unit, or resolve unusual problems. Ability to decide when problems require attention of a higher level manager and must explain those problems and their impact and suggest possible solutions. Participate in planning for long range achievement of overall goals of the organizational unit.
Supervision - May have full supervisory responsibility for two or more full-time career employees and be responsible for the activities of the unit/department or functional area. Determine work methods and procedures for support staff, provide training, conduct performance evaluations, determine staffing and equipment needs. May serve as a member of a management team.