Generic Job Description
Office Assistant III
Grade C
Representative Duties:
- Provides specialized
information on administrative, academic, financial aid, and procedural
matters to students, prospective students, faculty, and staff.
- Assists staff, faculty and students with the completion of forms.
Identifies and resolves errors through contact with students and University
departments.
- Maintains logs and records of activities.
- Compiles statistical data and information.
- Establishes and maintains filing systems.
- Uses computer terminal to input and retrieve data. Merges and
manipulates filing systems.
- Uses computer terminal to input and retrieve data. Merges and
manipulates data to generate complex reports.
- Monitors and reconciles financial data.
- Keyboards letters, memoranda and other materials. Composes general
written material.
- Schedules and coordinates conferences, meetings, appointments,
and classrooms.
- May oversee and instruct support staff.
- Performs clerical functions incidental to office activities.
Family: Support Service
Job Code: 703 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.
Yale
University Clerical and Technical Job Description
Job: 703 Office Assistant III Grade C
Required Knowledge:
General knowledge, high school level; detailed but narrow knowledge in
one or several work-related areas; general acquaintance with broader field
of knowledge.
Limited knowledge of business, accounting, or commercial procedures with
detailed knowledge in these particular areas.
Working knowledge of University organizational policies and procedures
generally; detailed knowledge of one or several narrow areas of University
rules or procedures.
Required Skills
Extracts and compiles a range of data from written sources, from individuals
by asking questions, or from one or several given databases, limited interpretation
of data.
Routine use of a major library catalogue or reference database.
Classifies material for filing; use of straightforward or complex filing
systems.
Understands more complicated written instructions, memoranda, and policy
statements.
Composes and proofreads routine formal letters or memoranda for internal
or external circulation.
Regular, skilled use of more complex machines, including word processors
or personal computers; responsible for basic troubleshooting and repair
or manipulation of data using published software.
Office and Administrative
Skills
Keyboards letters, memos, and other moderately complex material.
Merges, edits, and manipulates data on a personal computer to generate
complex reports.
Arranges for and coordinates schedules, appointments, projects, conferences,
and major events.
Advises, screens, and refers callers and visitors.
Experience, Education,
and Formal Training
Four years of related work experience, two of them in the same job family
at the next lower level, and high school level education; or two years
of related work experience and an Associate degree; or an equivalent combination
of experience and education.
Complexity and Organization
Wide variety of complicated job tasks requiring coordinating numerous
processes/methods.
Often coordinates or organizes the work of others.
Interpersonal Relations
Ongoing involvement outside immediate unit.
Offers or obtains specialized information and provides assistance on general
matters.
Officially represents someone, whether a supervisor, faculty member, or
the University.
Supervisory Guidelines
Work is subject to general review on an occasional basis.
Incumbent plans and schedules own work and/or work of others based on
the understanding of broadly defined objectives and priorities, supervisor
reviews work after completion.
Instruction provided only in new situations, methods, procedures that
are not clearly related to existing tasks and duties.
Independent Judgment
Established procedures/policies govern some work situations.
Regular exercise of independent judgment or initiative.
Problems solved by choosing solutions from among several alternatives
that are not necessarily governed by established procedures.
Leadership Responsibility
Occasionally provides work guidance or orientation for non-routine procedures/policies
Often distributes and monitors work.
Impact and Consequence
of Error
Work affects both outside the work unit and outside the University.
Errors are somewhat difficult to recognize and correct and can cause harm
or financial loss to individuals, departments, and the University, or
to other individuals and groups.
Working Conditions
Slight possibility of safety risks.
Occasional conflicting demands, time, pressures, deadlines, or emergencies.
Regular sustained concentration.
Little physical effort.
