Classification:  Office Assistant 2                                 Revision Date:  September 2001 
Unit:  AESES
Hay Point Range:   101 - 130

In positions at this level, incumbents provide office assistance through an acquired knowledge of routine procedures and/or skills.  Incumbents are expected to perform basic reception/secretarial/clerical/bookkeeping/ switchboard duties according to well-established procedures.  Although incumbents receive close supervision during their training period, once trained they work under general supervision.  While supervision of others is not a requirement, incumbents may be required to assist in the introductory training of other employees at the same or lower levels.

1. Provides general information, direction or assistance to staff, students and the public
2. Performs receptionist duties for an area including:  receiving, screening and directing calls and visitors, taking messages, providing general, routine information, both verbally and from printed material
3. Types and proofreads standard correspondence, form letters, mailing lists, reports, etc. from hard copy or dictation
4. Operates automated office equipment including:  copying and calculating equipment, desktop computer, cash register, etc.
5. Performs data processing and/or word processing using basic functions of application software packages
6. Maintains routine manual and computerized records and files
7. May order and maintain an inventory of general office supplies
8. Provides routine clerical duties including: receiving and receipting forms, checking forms for accuracy and completeness, assigning them numbers, matching, sorting and distributing forms and documents, compiling and preparing routine data summaries, assisting with departmental events and activities, etc.
9. Assists in receiving, storing and affixing price labels to stock
10. Processes mail including:  picking up, opening, date stamping, preparing, sorting and distributing, registering parcels and letters and operating a postal meter, computer and scale
11. May issue equipment, lockers, passes, etc.
12. Performs routine computations, extends prices, receipts fees and payments, balances cash/cheques to receipts, prepares and reconciles bank deposits and/or statements
13. Checks expenditure vouchers and verifies that appropriate documentation is attached
14. May perform routine analyses and reconcile department or general ledger accounts
15. Maintains routine accounts, assigns purchase orders and codes invoices with appropriate account numbers
16. Performs other related duties as required or assigned

The minimum qualifications necessary for acceptable (satisfactory)  performance are:

Level of Formal Education 

• High school completion or equivalent program of studies with office skills training

• One year of directly related experience
• or
• An acceptable equivalent combination of education and experience

• Ability to follow oral and written instructions and established procedures
• Some positions require keyboard skills with the ability to meet test standards in typing of 45 w.p.m. and some familiarity with basic functions of software applications
• Effective oral and written communication skills to provide general assistance to staff, students and the public

• Capable of performing the duties as assigned