Clerical Positions Matrix

[collapse all] [expand all]

Click on the appropriate item for more information.

I. Factors

I. FACTORS	Sr. Clerk Entry-level	(_____) Assistant I Operational level	(_____) Assistant II Advanced Operational level or Specialist	(_____) Assistant III Highest Operational level, Specialist, Paraprofessional or Supervisor
KNOWLEDGE	Basic knowledge of general/standard clerical functions (. e.g., filing, telephones, photocopying); and of department policies and procedures.	Routine knowledge of several standard functions; standard organizational knowledge (e.g., payroll, purchasing, accounting); apply standard rules, regulations; ability to use standard work processing and related computer software packages.	Working knowledge of applicable University policies and procedures in all areas; basic and limited knowledge of the principles of a specialized field; thorough knowledge of office systems; ability to use a broad range of technology, systems and packages.	Comprehensive detailed knowledge of University infrastructure, policies and procedures; entry level professional knowledge of a technical or professional field when such knowledge is used to complete a project or approve transactions
INDEPENDENCE	Close supervision; specific oral and/or written instructions are provided as guidelines; anything not covered by the specific guidelines is referred to supervisor; responsible for "bits-and-pieces" of a process	General supervision; responsible for a complete process or a small unit; oral and/or written guidelines provided; apply wide variety of rules, regulations and procedures	Work independently with limited supervision; responsible for several complete processes.	Authority for a unit to act on day-to-day operational decisions with minimum supervision; work with general guidelines which may not be directly applicable or may not be clear; establish written procedures/ instructions when there are deviations from or changes in policy
PROBLEM-SOLVING & DECISION-MAKING	Solve routine problems to complete a specific task; application of narrow, routine, and standard office methods;	Solve routine problems of a repetitive nature; resolution of factual information where there is a "right" answer or a precedent; use judgment to select means of doing a job from standard office methods; follows, but does not interpret guidelines;	Regular use of judgment and discretion to solve operational problems where answer is not apparent; select best solution from several "right" answers or no precedent; determines own schedules and work priorities; make suggestions for process improvement; interpret oral and/or written guidelines to solve problems.	Solve complex operational problems (e.g., supervision, staffing, budget, transfers, equipment, space); may exercise originality to develop methods or procedures to resolve recurring or unusual problems; application of extensive understanding of program and activities; apply advanced knowledge and skills of University infrastructure, policies and procedures.

I. FACTORS

Sr. Clerk

Entry-level

(_____)
Assistant I

Operational level

(_____)
Assistant II

Advanced Operational level or Specialist

(_____)
Assistant III

Highest Operational level, Specialist, Paraprofessional or Supervisor

KNOWLEDGE

Basic knowledge of general/standard clerical functions (. e.g., filing, telephones, photocopying); and of department policies and procedures.

Routine knowledge of several standard functions; standard organizational knowledge (e.g., payroll, purchasing, accounting); apply standard rules, regulations; ability to use standard work processing and related computer software packages.

Working knowledge of applicable University policies and procedures in all areas; basic and limited knowledge of the principles of a specialized field; thorough knowledge of office systems; ability to use a broad range of technology, systems and packages.

Comprehensive detailed knowledge of University infrastructure, policies and procedures; entry level professional knowledge of a technical or professional field when such knowledge is used to complete a project or approve transactions

INDEPENDENCE

Close supervision; specific oral and/or written instructions are provided as guidelines; anything not covered by the specific guidelines is referred to supervisor; responsible for "bits-and-pieces" of a process

General supervision; responsible for a complete process or a small unit; oral and/or written guidelines provided; apply wide variety of rules, regulations and procedures

Work independently with limited supervision; responsible for several complete processes.

Authority for a unit to act on day-to-day operational decisions with minimum supervision; work with general guidelines which may not be directly applicable or may not be clear; establish written procedures/ instructions when there are deviations from or changes in policy

PROBLEM-SOLVING & DECISION-MAKING

Solve routine problems to complete a specific task; application of narrow, routine, and standard office methods;

Solve routine problems of a repetitive nature; resolution of factual information where there is a "right" answer or a precedent; use judgment to select means of doing a job from standard office methods; follows, but does not interpret guidelines;

Regular use of judgment and discretion to solve operational problems where answer is not apparent; select best solution from several "right" answers or no precedent; determines own schedules and work priorities; make suggestions for process improvement; interpret oral and/or written guidelines to solve problems.

Solve complex operational problems (e.g., supervision, staffing, budget, transfers, equipment, space); may exercise originality to develop methods or procedures to resolve recurring or unusual problems; application of extensive understanding of program and activities; apply advanced knowledge and skills of University infrastructure, policies and procedures.

II. Functions – Specialty

II. FUNCTIONS - Specialty	Sr. Clerk Entry-level	(_____) Assistant I Operational level	(_____) Assistant II Advanced Operational level or Specialist	(_____) Assistant III Highest Operational level, Specialist, Paraprofessional or Supervisor
ACCOUNTING	Post ledgers; prepare routine forms	Prepare wide variety of accounting forms; reconcile to general ledger; responsible for accuracy; identify discrepancies and make corrections	Prepare and review forms applying knowledge of basic accounting principles; resolve problems by performing qualitative review of individual cases	Supervise forms processing; entry level professional knowledge of basic accounting principles; may have responsibility for multiple accounts with special requirements; resolve non-routine problems
FISCAL ADMINISTRATION/ CONTRACTS & GRANTS	Routine posting; billing; review forms for accuracy and completeness; basic processing	Set up accounts; monitor expenses; reconcile ledgers; prepare status reports; apply rules, regulations, and past precedents	Assist in preparing budget for contract and grant proposals; provide advice re: budget projections; monitor expenses for different agencies; transfer funds; prepare content of status reports	Provide preliminary analysis and develop budget recommendations and projections; administer several complex contracts and grants with multiple fund sources
PROPOSAL PREPARATION	Type forms; photocopy and assemble material	Compile information from readily available sources and type forms	Gather data & information from diverse sources; recommend budget allowances and make projections; review for format and content structure based on knowledge of agency specifications; solve problems and respond to requests for information	Research, compile, analyze information to prepare/supervise proposal preparation based on subject matter knowledge; ensure relevant specifications are met; resolve non-routine problems
PAYROLL	Prepare forms; verify information (e.g., account numbers); perform simple tabulations	Process limited variety of transactions for small staff; routine payroll actions; check on status of checks; process action to resolve discrepancies	Complete payroll function for sub 0.1.2; larger number and varied accounts (e.g., Contracts & Grants); oversee preparation of payroll forms for complex payroll (e.g., shift differential, overtime, multiple contracts)	Perform/supervise highly complex payroll & benefits activity (e.g., contract employees, Non-Senate Academics, by agreement) for a large department/ division/college; resolve non-routine problems; interpret policies & contracts; implement new campus policies & procedures
PERSONNEL	Type forms	Prepare and type forms, provide basic new employee benefits materials, check for entry discrepancies, provide information on personnel policy/ procedures	Initiate full range of processing for personnel actions; conduct new employee orientation; provide benefits information; resolve personnel processing problems; explain, interpret & apply personnel policies & procedures	Supervise or perform personnel functions including staff and/or academic searches; analyze policy & procedures recommending and implementing administrative changes for the unit/department; resolve non-routine and unusual personnel problems
PURCHASING	Order and shelf routine supplies; review IOCs completeness; basic processing of routine forms for travel, purchasing, etc.	Order general office and/or laboratory supplies; prepare purchase order/ requisition; perform order entry; may obtain sourcing and pricing information and vendors to resolve discrepancies; follow up to assure delivery	Research and recommend vendors/ prices/ equipment; identify substitutes for supplies and low value equipment; may place releases up to $50,000 for supplies based upon the systemwide or campus master agreements; may participate in contract negotiation up to $2,500; serve as "preparer" or "reviewer" of purchase order/requisition in BFS	Perform/supervise complex and high volume purchasing activity; determine needs for supplies and specialized equipment; frequent research & determination of vendors & prices; determine vendor & substitutes for specialized equipment; knowledge of technical or specialized equipment/field; may participate in contract negotiation up to $2,500
STUDENT SERVICES	Provide basic information to all students	Provide information on courses, general requirements & policies & procedures; process forms; set up and maintain records; review forms for completeness	Interpret existing policies and procedures; guide students through admissions process; advise students of major/minor requirements; review student files/records for academic progress and referral; apply knowledge of federal & state regulations; perform classroom scheduling	Coordinate student recruitment; participate in evaluation of program and curriculum planning; recommend and implement administrative changes for the program; responsible for departmental admissions process; advise & recommend on admissions procedures; review, rank, & prioritize applications; refer to appropriate resources; counsel students regarding alternatives for course requirements
INFORMATION SYSTEMS (can be as a "specialty or as "general support")	Straight data entry; manipulate web to obtain information	Data entry with some knowledge of program (e.g., academic); manipulate screen for additional entries in, for example, BFS; routine reports; set up simple databases	Operate software packages such as Excel, Access, Filemaker Pro and internal UC systems (e.g., BFS); develop formulae for moderately sophisticated spreadsheets; set up routine computer procedures; resolve simple software/hardware problems; update and maintain WEB pages using knowledge of HTML	Operate/manage highly complex databases & software to maximum capacity; troubleshoot; analyze procedures & policies for interface with program and Website developers; train other staff, research & recommend hardware and software for general administrative use

II. Functions – General Support

II. FUNCTIONS – General Support	Sr. Clerk Entry-level	(_____) Assistant I Operational level	(_____) Assistant II Advanced Operational level or Specialist	(_____) Assistant III Highest Operational level, Specialist, Paraprofessional or Supervisor
WORD PROCESSING/ TYPING	Prepare form letters; simple memoranda; labels; routine manuscript and correspondence	Prepare manuscripts; scientific / technical / statistical reports; proof for spelling and grammar; use more than one word processing software package to prepare equations, statistics, tables; compile manuscripts from edited drafts	Serve as unit expert or lead over other clerical / administrative positions; independently respond to and compose correspondence	Supervise and train staff; edit for style, prepare correspondence and report based on knowledge / research of relevant topic / professional field; may require subject matter knowledge
REPORTS	Prepare routine typing or data entry using typewriter or personal computer	Compile and prepare routine factual reports from information readily available; retrieve reports from computer	Prepare reports and statistics based on information compiled from various sources; determine report format and elements; identify trends.	Research, compile, analyze information; prepare statistics; write / draft report; make recommendations based on subject matter knowledge.
SCHEDULING & COORDINATING	Verify meeting dates; schedule rooms	Maintain routine calendar; schedule meetings; make and cancel appointments; schedule rooms for meetings, conferences, etc; arrange for routine audio visual, training equipment, refreshment requests	Manage supervisor's calendar; may require negotiating time and place; research and negotiate with hotels, etc. for best logistical arrangements for rooms; make complex scheduling arrangements involving multiple parties & conferences under minimum direction; set up and cancel meetings based on knowledge of the subject and attendees; recognize and identify what information can be disseminated and to whom; arrange for special room or equipment needs and/or multiple locations & individuals	Supervise or coordinate large and complex conferences, meetings, programs. Requires knowledge and sensitivity to issues, priorities, protocol, etc.
FILING/MAIL DISTRIBUTION	File in alpha and/or numeric sequence; perform simple screening of mail and send out dated materials according to predetermined instructions	File in alpha and numeric sequence; maintain complex central files; including cross-referencing; screen mail to determine which letters can be answered independently; prepare routine responses	Develop filing systems, internal mailing processes and procedures; prepare non-routine responses to correspondence
RECEPTION/ PUBLIC CONTACT	Refer calls; provide routine information; greet visitors; answer inquiries and give standard answers to the public; students; or University personnel by phone or in-person	Make and cancel appointments / explain departmental policy / procedure; answer require reference to a variety of sources and utilize knowledge of department and the University	Oversee or resolve non-routine situations based on knowledge of established policies & procedures; interpret same; interpret departmental & University rules & regulations to faculty, students, staff & public using discretion as to proper application or making exceptions to standard procedures	Supervise; recommend and implement procedural changes; answer non-routine and/or sensitive inquiries; provide oral and/or written interpretations / procedures for unusual problems referred by front line staff
OFFICE MANAGEMENT/ SUPERVISION OF	None	Provide administrative support and implement procedures May provide work direction or supervision of students	Perform / supervise several administrative functions; manage a small office or research unit; may act as safety & facility coordinator May supervise 10+ (headcount) students and/or two or more full-time career employees for "supervisor" title	Perform / supervise several dissimilar or highly specialized functions for a unit / department; devise procedures for complex or specialized functions; solve unusual problems; may coordinate office moves & renovation; serve as a member of a management team; Unit leader; establish procedures; supervise two or more full-time career employees

Clerical Positions Matrix

Compensation