C&T Generic Job Description

Office Assistant I

Grade A

Representative Duties:

• Sorts, records and files written material in alphabetical, numerical, or subject order.
• Keyboards correspondence, tables, charts, reports, and other material.
• Answers telephones. Takes messages.
• Searches records and files for readily identified information.
• Uses a computer terminal to input and retrieve data.
• Posts and codes information on standard forms.
• Opens and distributes mail.
• Photocopies material.
• Maintains records and logs.
• Provides routine information related to function.
• Performs additional functions incidental to office activities.

Family: Support Service
Job Code: 701 Date: 2/89

The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary from incumbent to incumbent in the job title.

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Yale University Clerical and Technical Job Description
Job: 701 Office Assistant I Grade A

Required Knowledge:

• General knowledge, high school level.
  Limited acquaintance with University organization policies and procedures.

Required Skills:

• Copies data from standard or easily understandable formats.
  Uses a dictionary.
  Files already labeled material using a straightforward alphabetical, or chronological system.
  Understands short notes, basic written instructions and forms.
  Writes short informal notes, fills out simple forms.
  Occasional use of more complex machines, such as word processors or personal computers.

Office and Administrative Skills:

• Keyboards forms, labels, and other simple material.
  Enters and retrieves data from given sources on a personal computer.
  Schedules and coordinates appointments.
  Screens and refers callers and visitors to the appropriate individual.

Experience, Education and Formal Training:

• One year of related work experience and a high school level education; or an equivalent combination of experience and education.

Complexity and Organization:

• Job tasks composed of routine steps/processes.

Interpersonal Relations

• Some involvement outside of immediate work unit.
  Offers or obtains basic information or provides assistance on general matters.
  Understands and conveys simple messages and instructions verbally.

Supervisory Guidelines:

• Work is closely reviewed for adequacy and accuracy daily.
  Supervisor and incumbent plan, assign, and schedule work jointly.
  Instruction provided only in new situations, methods, procedures that are not clearly related to existing tasks and duties.

Independent Judgment:

• Established procedures/policies govern most work situations.
  Little opportunity to exercise independent judgment or initiative.
  Problems solved by using established procedures

Leadership Responsibility:

• Not applicable

Impact and Consequence of Error:

• Work affects outside immediate work unit, but rarely outside the University.
  Errors are not difficult to recognize and correct and only affect own work.

Working Conditions:

• Slight possibility of safety risks.
  Occasional conflicting demands, time pressures, deadlines, or emergencies.
  Regular sustained concentration.
  Some physical effort or a high degree of fine finger or hand dexterity.
  

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Example 1

Office Assistant I (701)
Salary: A

General Purpose:
Under the direction of the Administrator, provide administrative and business support.

Essential Duties of Position:

1. Maintain relevant filing systems for use. Assure accessibility of information.
2. Order and maintain an inventory of supplies.
3. Print monthly Web accounting statements.
4. Open, sort and distribute office mail.
5. Order TAN numbers and maintain a database with this information.
6. Distribute office keys to appropriate individuals and maintain a database with this information.
7. Maintain postage meter system and replenish postage when needed.
8. Process ID control cards to new faculty, part-time lecturers, courtesy faculty staff and casuals.
9. Serve as a source of information on certain activities within the School to students, staff, faculty, visitors, etc.

Experience and Training:
One year of related work experience and a high school level education; or an equivalent combination of experience and education.

Skills and Abilities:

1. Ability to file and print reports.
2. Good organizational skills.
3. Good computer skills.

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Example 2

Office Assistant I (701)
Salary: A

General purpose:
Provide clerical support in several areas relating to the undergraduate admissions process: application processing and assembling, trouble-shooting fee waiver requests and application problems, data entry. Assist with mail processing, answering telephones, possibly assisting in reception if needed and other clerical duties or special projects.

Essential duties:

1. Help with the managing of 13,000 freshman applications annually.
2. Proofread data output as part of assembling of application folders.
3. Review fee waiver requests and approve or deny according to guidelines. Request more information if necessary.
4. Update fee status in Banner computer system.
5. Enter information into Banner.
6. Assist with sorting and screening mail.
7. Answer telephones and answer routine questions.
8. File, photocopy, fax and occasionally cover for other staff secretaries.

Experience and training:
One year of related work experience and a high school level education or an equivalent combination of experience and education.

Skills and abilities:

1. Minimal keyboarding skills (25-39 wpm)
2. Accurate typing and proofreading ability.
3. Excellent attention to detail and good spelling. Accuracy is crucial.
4. Excellent telephone manner.
5. Ability to handle pressure and conflicting demands of work.
6. PREFERRED: SCT Banner - Recruit and Student Module. Knowledge of Yale's internal structure.

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