| CHARACTER OF THIS CLASSIFICATION LEVEL
In positions at this level, incumbents provide general reception/secretarial/clerical/bookkeeping
assistance. A variety of office routines are performed following standardized
policies and procedures. Incumbents may be assigned one or more
specific areas of responsibility within a University program, section
or department. Although incumbents may require close supervision
during their training period, once trained they work under general supervision
or direction. Incumbents may be required to assist in the introductory
training and assigning of work to other employees at the same or lower
levels.
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CHARACTERISTIC DUTIES AND RESPONSIBILITIES WHICH ARE INTENDED
TO ILLUSTRATE THE CHARACTERISTICS OF THIS CLASSIFICATION LEVEL AND SHOULD
NOT BE INTERPRETED AS A DESCRIPTION OF ANY ONE INDIVIDUAL POSITION WITHIN
THIS CLASSIFICATION LEVEL
- Performs receptionist duties for an area including: receiving, screening
and directing calls and visitors, taking messages, making appointments,
etc.
- Arranges and secures equipment, facilities and services for meetings
and events, arranges meetings, prepares and distributes notices, agendas,
and related materials
- Types and proofreads correspondence, form letters, administrative,
teaching or research forms, reports, minutes of meetings, etc., from
hard copy or dictation, maintains various lists and indexes, etc.
- May make travel arrangements, process and monitor related documentation
- Provides information and assistance to staff, students and the public
based on a knowledge of university policies, regulations and procedures.
Complex inquiries or requests for interpretation of policies are referred
to a more senior staff member
- Accesses and maintains current manual and computerized records and
files related to the activities of an area
- Performs routine data compilation for the preparation of reports,
data processing and/or word processing using a variety of basic to standard
functions of application software packages
- Operates automated office equipment including: copying and calculating
equipment, desktop computer, postal equipment, etc., and performs routine
maintenance
- Orders and maintains an inventory of general office supplies, materials,
books, informative documents, etc.
- Receives and receipts specialized forms, verifies accuracy and completeness
of forms, matches, sorts and distributes forms and documents, checks
for appropriate information, authorizes form content, etc.
- Prepares and microfilms materials, stores and assists users in retrieval
of records, operates microfilming equipment and coordinates services
with outside suppliers
- Processes incoming and prepares outgoing mail (regular and mass mailings)
and arranges for couriers
- Provides service to customers involving: displaying and selling merchandise,
verifying inventory or special orders, accepting payments, operating
a cash register, preparing invoices and processing refunds
- May assist in the orientation, training and assigning of work to
other employees at the same or lower levels and may act as backup
to other positions during absences
- May attend and/or participate in meetings
- Purchases routine supplies (ie: stationery and magazines) from suppliers
in accordance with established price lists and procedures, receives
price quotes, monitors inventory, recommends adjustments to stock level
and prepares materials
- Performs computations, costs items/services, balances cash/cheques,
prepares and reconciles invoices, payments, expenditures and/or statements
and may make deposits and/or issue receipts
- Performs routine analyses and reconciles supplier, department or
general ledger accounts
- Provides information and/or initiates follow up in writing or by
telephone regarding purchase orders/invoices or account status
- Codes documents with appropriate data and/or account number
- Performs other related duties as required or assigned
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