THE UNIVERSITY OF WYOMING

CLASSIFICATION DESCRIPTION

This is a description of a staff position at the University of Wyoming not a job opening announcement.  Look for current job openings at the following link:  https://uwadmnweb.uwyo.edu/hremployment/employmentdefault.asp.

The following statements are intended to describe the general nature and level of work being performed.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

TITLE:  OFFICE ASSISTANT, SENIOR

REPORTS TO:  Designated Supervisor

UW JOB CODE:  4210

UW JOB FAMILY:  42

SOC CODE:  43-9061

PAY GRADE:  14

DATE:  6-15-98 (revised 5-1-02; 7-1-02, 10-28-02; 7-1-04; 7-1-06)

PURPOSE:

Performs, under general supervision, general office support tasks such as: operating a computer; composing routine correspondence and scheduling meetings; performing bookkeeping functions; providing functional supervision of support staff.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

ESSENTIAL FUNCTIONS:

Operate a computer to type and format correspondence, spreadsheets, graphs and charts; and/or perform bookkeeping functions.

Compose correspondence in response to routine inquires; may generate reports from a database; may take dictation or transcribe from tape.

Balance accounts and prepare routine financial reports; type or prepare appropriate forms (purchase orders, vouchers, IDRs), discuss problem accounts or billing issues for problem resolution; refer difficult or complicated issues to supervisor.

Provide/supervise data entry; modify or correct designated information on the mainframe; retrieve data using pre-written programs or requiring minor program modifications; schedule, monitor and correct computer printout reports; assist in maintaining accurate and regularly run computer generated reports.

Set up and use a variety of specialized typing formats; type detailed and/or technical data.

Perform customer relations receptionist duties, screen calls and individuals, and make appointments.

Proofread and edit own work, or the work of others, to correct errors in grammar, punctuation, spelling, sentence and paragraph structure.

Provide resolution to forms processing problems.

Maintain complex hard copy and/or computer filing systems including creating, editing, and purging information according to University, state and federal regulations.

Schedule meetings and room arrangements for conferences, seminars, workshops, or special functions including choice of menu items, room reservations, and arranging for equipment such as overhead projectors, video equipment or sound systems; make travel reservations and prepare travel vouchers.

SPECIFICATIONS

KNOWLEDGE, SKILLS,  AND ABILITIES:

Knowledge of:

• Basic and routine computer programs and software in use in the department or area.
• Basic and  routine  records maintenance.
• Basic and  routine scheduling techniques.
• Basic and routine  reception techniques.
• Basic and  routine office management principles and practices.
• Basic finance, accounting, budgeting, and cost control procedures.
• Supplies, equipment, and/or services ordering and inventory control.
• Basic and routine  laws, regulations, methods, and techniques in the area of specialty.
• Basic and routine  Html, web page creation, and web site maintenance.
• University rules and procedures for forms processing.
• Organizational structure, workflow, and operating procedures.

Skills and Abilities to:

• File alphabetically or numerically.
• Perform basic and routine mathematical calculations (addition, subtraction, multiplication and division).
• Perform basic and routine records maintenance.
• Create, compose, and edit basic and  routine written materials.
• Maintain calendars and schedule appointments.
• Communicate effectively both orally and in writing with a wide range of individuals and constituencies.
• Train assigned staff including organizing, prioritizing, and scheduling work assignments.
• Perform entry-level research.
• Analyze and solve basic and routine  problems.
• Develop and maintain basic and  routine recordkeeping systems and procedures.
• Develop and maintain websites.
• Use a personal computer and associated software in use in the department or area.
• Interpret university policies and procedures.
• Perform basic and routine bookkeeping procedures.
• Perform receptionist duties.
• Prepare and print basic and  routine correspondence, and mailing lists.
• Coordinate and organize meetings and special events.
• Record and transcribe meeting minutes.
• Work as a team member and foster a cooperative work environment.

WORKING CONDITIONS:

No major sources of discomfort; standard office environment.  Regular exposure to video terminal displays.

DISTINGUISHING FEATURES:

Office Assistant functions under direct to general supervision; emphasis is on performance of basic clerical and office support duties for which procedures and specific directions are readily available.  Performs basic mathematical calculations and initiates standard university accounting forms.  May schedule meetings and make room arrangements for conferences, seminars, meetings and workshops. 

Office Assistant, Senior functions under general supervision; emphasis is on performance of basic and routine clerical and office support duties.  Performs technical/complex word-processing, provides data entry and information modification, and performs standard bookkeeping functions.  Schedules meetings and makes room arrangements for conferences, seminars, and workshops.  Functionally supervises support staff.

Office Associate functions under limited supervision; emphasis is on administrative/management support duties for a sizable unit/department.  Performs basic, routine, and advanced clerical and office support duties.  Analyzes university accounting data and information, and prepares related reports.  Performs accounting and assists with the budget planning.  As directed assists with special projects, researching problems and providing problem resolution.  Administratively supervises support staff.

Office Associate, Senior functions under very limited supervision; independently makes decisions which substantially impact operations within and outside designated unit/program.  Performs problem resolution, and provides interpretations and advice to supervisor.  Participates in fiscal planning activities; determines or revises policies, systems, methods and procedures.  Analyzes and provides interpretation of complex statistical data.  Administratively supervises first-line supervisors.

Authorized by Classification/Compensation, Human Resources                                               

Employees may be requested to perform job-related tasks other than those specifically presented in this description.  Participating in the University’s hazardous waste minimization program is part of the job of each employee who uses (or may come in contact with) hazardous materials.  Fair Labor Standards Act (exempt/non-exempt) is designated by position.  University of Wyoming actively supports Americans with Disabilities Act and will consider reasonable accommodations.