GENERAL DESCRIPTION OF CLASS

The OFFICE SPECIALIST 1 performs general office work that may include varying amounts of record/document processing, file maintenance, volume wordprocessing, mail handling, public contact/information dissemination, and basic bookkeeping. Work is performed in support of campus programs or business operations and requires a general knowledge of institution business operations, policies, procedures, and office technology.

DISTINGUISHING FEATURES

This is the second of a three-level series. At this level, employees determine the work methods and procedures used to complete assignments. The work involves related steps, processes, and/or methods which require the application of institution policies and procedures and the exercise of initiative and judgement in distinguishing among variables and identifying the applicable standards.

DUTIES AND RESPONSIBILITIES

Positions in this class may perform some or all of the duties listed;

1. General Office Support. Typical tasks: types a wide range of documents (e.g., letters, reports, memos, forms) from draft or general instructions; in writing or verbally responds to inquiries, requiring general knowledge of institution operations; reads, sorts, and distributes incoming mail; organizes and maintains filing systems; files information in policy, procedure, and other manuals; schedules appointments for office/department staff; makes travel and meeting arrangements; photocopies documents; prepares itineraries and agendas; takes minutes at meetings; prepares expense claims; maintains attendance and other personnel and payroll records for the work unit; maintains supervisor's calendar; orders office supplies, maintains inventory, and ensures maintenance of office equipment.
2. Record Processing. Typical tasks: examines applications, forms, and other documents; reviews documents for accuracy and completeness; compares data on documents with hard copy or database record; adds, deletes, or changes information to maintain accurate, complete, and current information; exercises judgment in determining actions necessary to obtain missing information or to correct information; contacts students, faculty, staff, other agencies, or the general public via phone, FAX, e-mail, or letter to obtain information to complete processing of documents; performs arithmetical computations to recheck others' calculations or to compute charges, fees, or interest using established formulas; using current technology, enters data into a database, BANNER, FIS, web page or other system; collects data for reports or surveys; purges records according to retention schedules.
3. Wordprocessing. Typical tasks: wordprocesses on a production basis reports, manuscripts, grant proposals, exams, tests, and statistics from rough draft or general instruction; uses standardized formats to set up documents according to instructions or established procedures; proofreads documents for general clarity, punctuation, grammar, spelling, capitalization, and typographical errors.
4. Information and Assistance. Typical tasks: responds to phone, FAX, e-mail, letter or in-person inquiries from students, faculty, staff, and the public about specific institution, department, or program information and services; directs inquiries as necessary; explains or clarifies rules, processes and procedures; provides information about services available; receives/routes incoming calls.
5. Bookkeeping. Typical tasks: receives, matches, and consolidates source documents such as journal vouchers, invoices, packing slips, and receipts; sorts, batches, and totals input documents for entry into an accounting system; posts and balances entries to accounts and subsidiary ledgers, such as receivables and payables; reviews timesheets and prepares payroll; prepares vouchers, allocates routine charges and credits to the appropriate account, assigns account codes within area of assignment; extracts requested information from accounts for periodic and special reports.

Employees in this class may oversee the work of other employees and/or student employees.

RELATIONSHIPS WITH OTHERS

Employees in this class have daily in-person and telephone contact with institution staff, other agencies, and the general public to provide, obtain, or correct information and/or materials, resolve record processing problems, schedule appointments, and make travel/meeting arrangements.

SUPERVISION RECEIVED

Employees in this class receive general supervision from an administrator or manager. Work is received verbally and in writing from one or more individuals within a department. Work is usually reviewed upon completion for accuracy, timeliness, and conformance to guidelines and procedures. Employees apply criteria established by Oregon Revised Statutes, OSSHE administrative rules, and institution policies and procedures as guidelines in both responding to questions and resolving record-processing problems.

GENERAL INFORMATION

Positions are found in departments throughout OSSHE campuses and may work primarily alone or as part of a work group.

MINIMUM QUALIFICATIONS

• Completion of courses or training in Office Technology; OR

• One year of general clerical experience which included typing, word processing, or other generation of documents; OR

• An equivalent combination of training and experience.