GENERAL DESCRIPTION OF CLASS

The OFFICE ASSISTANT performs a limited range of routine clerical/secretarial tasks in direct support of campus, department, or unit programs and operations. The work performed requires a basic knowledge of institution programs or operations.

DISTINGUISHING FEATURES

This is the first level in a three-level series. Employees in this class follow well-defined, established work methods, procedures, and guidelines. This class is distinguished from the Office Specialist 1 by the absence of responsibility for a broad range of clerical/secretarial and records processing activities which require independent judgment in the application of general institution policies and/or regulations.

DUTIES AND RESPONSIBILITIES

Allocation of positions to this class will depend on the total work performed which may include one or a combination of the duties or tasks listed below.

1. Files and Records. Typical tasks: files documents, records, and reports in proper order; develops, reconstructs, and/or purges files; uses computer to index, locate, and update file information, and provide routine information to students, faculty, staff, and the public; copies/mails records in response to requests; keeps logs; completes forms and records and compiles simple reports and statistics; writes receipts and deposits monies received; receives and prepares permanent records and documents; retrieves information from files, databases, microfilm, and other records; enters data from a variety of source documents to database file, ensuring correction of errors, and may update and maintain database procedures manuals.
2. Typing. Typical tasks: types/wordprocesses letters, forms, memos, course syllabi, exams, and other material from rough draft or instructions; proofreads documents for general clarity, punctuation, grammar, spelling, capitalization, and typing errors; may compose simple responses to routine correspondence; completes forms with information from clearly indicated sources.
3. General Office Support. Typical tasks: answers phones, takes messages, and/or routes calls; responds to routine questions about programs or services; greets visitors and directs to appropriate location and/or staff person; mails relevant information in response to inquiries and requests; delivers, picks up, and processes incoming/outgoing mail; makes copies; reserves meeting rooms; performs simple maintenance on office equipment and refers maintenance problem to service technician.

RELATIONSHIP WITH OTHERS

Employees in this class communicate with students, staff, faculty, and the public. Contact with other institutions, departments, and units may also occur on a regular basis.

SUPERVISION RECEIVED

Employees in this class work under close supervision of a supervisor or manager until tasks are learned, at which time, supervision becomes more general. Work is reviewed on a regular basis by observation and personal contact to ensure accuracy, timeliness, and conformance to institution policies and procedures. Employees use manuals and follow well-established guidelines to accomplish tasks.

GENERAL INFORMATION

Positions are found in campus departments throughout the Oregon State System of Higher Education.

MINIMUM QUALIFICATIONS

• completion of courses or training in office technology; OR
• one year of general clerical experience; OR
• an equivalent combination of training and experience.