TITLE Administrative Assistant I
CLASSIFICATION NUMBER 3300
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR Varies
The Administrative Assistant I provides administrative support to managers or supervisors or assists in providing administrative support for the department in conjunction with higher level administrative support positions. The Administrative Assistant I performs administrative support duties as determined by the supervisor and generally works with a limited number of less complex administrative and financial processes. The Administrative Assistant I assists the supervisor or other administrative support personnel with the department’s administrative activities, stores and retrieves information, and may serve as the first point of contact for the department with the public, other departments, students, faculty, and staff.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent and two years of general office experience or an equivalent combination of education and general office experience is required.
Skills: Keyboarding skills with speeds are required. A working knowledge of word processing and spreadsheet applications is required. A working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department is required. The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations is required. Effective verbal and written communication skills are required. Must be able to train, assign work, and review the work of student workers. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Administrative support positions are primarily sedentary. Administrative support positions require extensive keyboarding.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Provides administrative support to a department by providing reception services, scheduling appointments, meetings, and travel, filing, researching files and records, and preparing and proofreading correspondence, reports, and other documents as requested.
2. Helps the department to achieve its mission by performing processes related with the work of the department.
3. Supports the work of the department by purchasing equipment and supplies, maintaining an inventory of office supplies, and utilizing the appropriate process to pay for goods or services purchased by the department.
4. Helps to organize and conduct departmental events, as directed, by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and assisting with the event as it occurs.
5. Supports the administrative business functions of the department by creating brochures and newsletters, maintaining and updating the departmental website and databases, preparing personnel action forms and position authorizations as directed, verifying and processing student and part-time employee time records, scheduling conference rooms, and maintaining security of equipment, files, and records.
6. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.
7. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
8. Supports the department by performing all other duties as assigned by the supervisor.
The Administrative Assistant I is supervised by the Director or supervisor, may be assigned work by the Administrative Assistant or Specialist II or III, and may supervise student workers.
OFFICE OF HUMAN RESOURCES
REVISED SEPTEMBER 2014
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 3 - 360 Points: A combination of education and experience equivalent to a Level 3 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 2 - 130 Points: Skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of office or other work procedures, and the ability to work independently are required.
Factor 3: Responsibility for the Work of Others
Level 2 - 30 Points: Occasional responsibility to direct the work of one or more student workers and/or temporary part-time workers. The requirement to supervise others is not a regular job duty, but may occur on an intermittent or irregular basis. The nature of the required supervision is largely confined to assigning work or tasks to others and does not include a full range of supervisory responsibilities.
Factor 4: Guidelines
Level 2 - 130 Points: The work generally involves sequential steps and methods explained by the supervisor and/or described by specific guidelines such as standard operating procedures, handbooks, and/or reference manuals exist. Tasks are relatively clear-cut and involve related steps, processes, and methods. The employee may be required to recognize differences in a variety of situations, but those differences are normally clear and require the selection of standard processes to resolve. The number and similarity of guidelines and work situations requires the employee to use judgment in locating and selecting the most appropriate guidelines, references, and procedures for application and in making minor deviations to adapt guidelines in specific cases. Situations to which the existing guidelines cannot be applied or proposed deviations from the guidelines are referred to a supervisor.
Factor 5: Contacts
Level 3 - 105 Points: The purpose of contacts is to advise or counsel students or the general public, or to plan or coordinate work efforts with other employees who are working toward common goals and where relationships are generally cooperative. Contacts are moderately structured and routine.
Factor 6: Work Impact
Level 2 - 175 Points: Work activities normally address conventional problems or situations with established methods to supply other employees, students, or the general public with information, services, or products. Work directly affects the quality of services provided to other employees, students, or the public but on a person-by-person basis. The services, information, or products provided have significant effects on the welfare of the individual recipients of the work outcomes.
Factor 7: Physical Effort and Work Environment
Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.