GENERAL DESCRIPTION OF CLASS
The OFFICE SPECIALIST 2 performs a wide range of office support, technical, and/or minor administrative or business-related tasks in support of campus programs or operations.
This is the third level in a three-level series. The OFFICE SPECIALIST 2 is distinguished from the OFFICE SPECIALIST 1 by the addition of either administrative and/or technical assignments OR by being delegated oversight of the business operations of a remote or stand-alone unit or department within an office context. Duties at this level are performed independently and often involve the completion of varied and unrelated assignments or technical functions over which the employee has exclusive or near-exclusive control. Assignments or technical functions may involve the use of numerous guides, instructions, regulations, manuals, and/or precedents.
DUTIES AND RESPONSIBILITIES
- Secretarial/Administrative. Typical tasks: along with generalist functions, typical tasks may include, conference planning and coordination, including arranging for dates, speakers/presentations, facilities, publications/advertising, conference materials, and registration procedures; report completion, including data gathering, review, analysis, and providing recommendations; authoring initial or revised manuals related to unit or department programs or services, including writing, editing, proofing, and completing final drafts; coordinating program process/document flow from inception to completion (e.g., admission and tracking of students through a graduate program); creating / designing electronic and/or hard copy materials (e.g. web pages); making presentations to students, faculty, staff and/or the public; and coordinating academic/staff searches.
- Record Processing/Technical. Typical tasks: along with generalist functions, typical tasks may include reconstructing account transactions (showing charges, payments, and adjustments) and resolving problems, reconciling accounts (e.g., departmental/grant accounts), and tracking errors through FIS or a "shadow" accounting system; processing specialized records requiring reference to numerous guides, regulations, instructions, manuals, and/or precedents (e.g., institution personnel files, financial aid files, etc.), reviewing materials for proper completion and accuracy against manual and computer-generated reports.
- Information and Assistance. Typical tasks: responding to inquiries or requests for specific unit, department, or institution information regarding programs and services; explaining and clarifying rules, processes, and procedures to students, staff, faculty, and the public; providing specialized information about services available.
- Business Functions. Typical tasks: identifying space and equipment needs; researching and ordering office supplies and equipment, including FAX machines, copiers, computers, and telephone equipment; maintaining inventory and service agreement records; arranging for office building and equipment repairs or services and coordinating office remodeling projects; managing the office budget and projecting personal services, services and supplies, and program budgets for the biennium.
Employees in this class may oversee the work of other employees and/or student employees.
RELATIONSHIPS WITH OTHERS
Employees in this class have regular contact in person, by telephone and in writing with institution faculty, staff, students, outside agencies and/or the general public explaining criteria used as the basis for decisions made; collecting needed information to compile regular and special reports or complete technical records processing activities; providing requested information of a specific nature when responding to inquiries and complaints.
Employees in this class receive general supervision from an administrator or manager. Work is assigned verbally and in writing by an administrative supervisor, as well as in response to verbal and written requests from staff and the public. Work is reviewed upon completion or as problems occur. Employees apply criteria established in Oregon Revised Statutes, OSSHE administrative rules, agency policies, and procedures as guidelines.
Positions are found in departments throughout OSSHE institutions and may work either alone or as part of a work group.
- Two years of general clerical experience.żż One year of which included typing, word processing, or other experience generating documents; OR
- An Associate's degree in Office Occupations or Office Technology; OR
- Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.