Assistant III

PURPOSE AND SCOPE:

Under general supervision, the Assistant III provides information and assistance in diagnosis and resolution of problems from multiple departments, programs, or customers in person or by phone.  Activities are generally non-routine and require independent judgment to resolve issues.  Position refers problems to experts as needed.  Primary responsibility involves customer satisfaction with resolution.  Responsibilities may include but are not limited to: tracking/documenting problems and reporting information, working with compliance issues and state reporting, processing payroll for a department, suggesting policy/procedure changes in response to problems.  Generally requires specialized training on technical systems as well as problem solving.

ESSENTIAL JOB FUNCTIONS:

• Operates a variety of office equipment, such as a personal computer, printer, photocopier, transcriber, facsimile, scanner, or calculator. Progressively utilizes the features of one or more standard business software packages up to the following skill level:

  Word Processing: Performs sorts and merges, prints mass mailings, selects font attributes and changes.

  Spreadsheets: Designs routine spreadsheets, sets up routine formulas, and prints desired sections.

  Database: Sets up new database files and recommends screen improvements.

• Reads mail, highlights action or important items, and attaches relevant files or information for manager’s review.

• Screens calls for managers and responds to routine questions.

• Regularly gathers routine oral information from (or makes oral requests of) other administrative, maintenance, or clerical employees and/or outside vendors, customers, or the public.

• Makes routine travel arrangements and schedules tentative appointments and group meetings at the direction of the manager.

• Coordinates with internal and external sources to accomplish activities of limited complexity, such as obtaining bids for outside printing, office equipment, or supplies; selecting menus and arranging for room setup for local, off-site group meetings; and arranging for hotel accommodations for group visitors.

• May be responsible for cash or negotiable instruments, confidential records or reports, or departmental equipment.

• May collect data and perform simple mathematical calculations.

KNOWLEDGE, SKILLS, EXPERIENCE:

Required:

• High school diploma required; Associate’s degree preferred, or equivalent combination of education and experience.
• Three + years’ progressively responsible administrative/related experience.
• College level oral and written communication skills are essential.
• Ability to utilize computer technology to access data, maintain records, and generate reports.
• Proficient in word processing, spreadsheets, and database management.

EQUIPMENT USED:

PC workstation running on a LAN in a Microsoft Windows environment, printer, photocopier, transcriber, facsimile, scanner, calculator, phone, uses word processing, database and spreadsheet programs, and other general office equipment.

CONTACTS:

Contact with faculty and staff as necessary to carry out the general duties of the position.

COMPLEXITY/EFFORT:

Position requires excellent planning and organizational skills and ability to perform multiple tasks simultaneously. Require above average interpersonal and communication skills. Ability to handle basic mathematical calculations. Confidentiality very important.

WORKING CONDITIONS:

Work is performed in a typically office environment with minimal exposure to safety and health hazards. Physical exertion is typical for office environment.

GENERALIZED WORK ACTIVITIES:

• Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

• Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

• Communicating with Persons Outside the Organization - Communicating with persons outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

• Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.

• Scheduling Work and Activities - Scheduling events, programs, activities, as well as the work or others.

• Working with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.