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Office Assistant VII

Office Assistant VII Standardized Position Description The Office Assistant series includes positions that are responsible for the completion of detailed tasks and processes.

Summary:

In addition to the duties associated with the Office Assistant I - VI, the Office Assistant VII provides comprehensive administrative support for an organizational unit or department, including resolving the most complex operating problems. The Office Assistant VII may have supervisory responsibility for several administrative functions and accountability for the work of junior level staff. The Office Assistant VII hires, supervises and trains student assistants. The Office Assistant VII may supervise and train junior level staff. The Office Assistant VII determines unit procedures, methods and policy applications required for the operation of the unit or department. The Office Assistant VII may act on the behalf of the manager in his/her absence.

Minimum Hire-in Rate

Minimum After Probationary Rate

$44,652

$47,279

Scope & Effect:

The Office Assistant VII serves a department by identifying and resolving various problems and situations that affect the efficient flow of work between departments or outside agencies. This includes preparation of documents for the university or outside organizations and on-line input of payroll data information, electronic timecards etc. The Office Assistant VII often acts as a liaison between the university and outside agencies.

Contacts:

The Office Assistant VII identifies and resolves operating problems. Contacts are of a varied nature including contacts with staff at an executive level. The Office Assistant VII serves on division and university-wide committees.

Supervisory Control:

The Office Assistant VII works under minimal supervision. The Office Assistant VII and supervisor jointly determine the department objectives and set project deadlines. The Office Assistant VII may resolve issues in the absence of the manager. The Office Assistant VII may hire, supervise and train a large number of student assistants and may train and direct the work of junior level staff as well as arrange work and time schedules.

Knowledge and Skills:
 
The Office Assistant VII has advanced knowledge about administrative concepts, principles and practices. Work is performed independently. The Office Assistant VII handles diverse situations and uses written and unwritten policies and practices in addition to judgment to resolve conflicts and concerns. The Office Assistant VII utilizes the latest office products and technology. For example, the Office Assistant VII may do desktop publishing and web design. The Office Assistant VII monitors, evaluates and recommends policies to maintain compliance with university policies and governmental regulations. The Office Assistant VII monitors selected budget items for departmental budgets (i.e. expenses and fund transfers). The Office Assistant VII plans and facilitates all aspects for conferences/meetings.

Education/Experience:

Post high school education preferred. Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education. Previous supervisory experience. Ability to work with minimum supervision. Ability to initiate action and discussion with peers inside and outside the university to bring about required changes. Advanced experience working with computer database systems, word processing and spreadsheet software. Must be customer service and team oriented.

Work Environment:

The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or university vehicles. Examples of these include, but are not limited to, the use of safe work practices with office equipment, avoidance of trips and falls, and observance of fire regulations and traffic signals, etc. Certain positions may be required to work after regularly scheduled hours and weekends and if necessary be on call 24/hrs a day.