USC Human Resources Administration

Job code: 111111Office Assistant I

Grade: D |Overtime eligible: Yes |Date approved: December 14, 2004

Summary

Performs varied support services requiring proficiency in general office and organizational skills and knowledge of department operations. Supports an administrator, faculty and/or staff by contributing to office operations and productivity.

Accountability

Priority Time (%) Task (Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.)


% Assists in preparing and processing correspondence, reports, course materials and/or other documents. Types or word processes forms and documents of varying length and content.


% Enters and retrieves electronic data. Processes printed documents.


% Totals, verifies and posts financial information. Prepares and issues bills, statements, receipts, checks and other related documents.


% Receives visitors and ascertains pertinent information. Answers telephones and provides information or refers calls. Takes and delivers messages. Schedules appointments and maintains calendar(s).


% Maintains unit files, logs and other records. Enters data into electronic files, databases, and/or spreadsheets, as needed.


% Processes incoming and outgoing mail and packages. Sends and distributes fax messages.


% Monitors inventory and orders unit supplies. Maintains adequate stock of supplies. Assists in receiving, storing, and distributing supplies.


% Runs errands for unit.


% Operates and assists others in operating a variety of office machines, such as: typewriter, computer, printer, calculator, photocopier, fax machine, telephone, switchboard, postage meter, scales, etc. Performs minor maintenance (e.g., replaces ribbons and toner, and troubleshoots minor problems).
Emergency response/recovery:    
In the event of an emergency, the employee holding this position is required to "report to duty" in accordance with the university's emergency operations plan and/or the employee's department's emergency response and/or recovery plans. Familiarity with those plans and regular training to implement those plans is required. During or immediately following an emergency, the employee will be notified to assist in the emergency response efforts, and mobilize other staff members if needed.

Qualifications

Minimum education Preferred education
  • High school or equivalent
  • Combined experience/education as substitute for minimum education
Bachelor's degree
Minimum experiencePreferred experience
3 years Specialized/technical training
Minimum field of expertise Preferred field of expertise
General office experience and proficiency in the following: data entry, typing/wordprocessing, filing, and basic math skills for assigned business tasks. Needs to operate varied office equipment.
SkillsMachine/equipment
  • Assemble and coordinate manuscripts
  • Assemble and organize numerical data
  • Budget control
  • Communicate with others to gather information
  • Compose letters
  • Compute totals
  • Draft routine correspondence
  • Gather and input data
  • Maintain filing systems
  • Maintain logs
  • Read handwritten text
  • Schedule appointments
  • Understand and apply policies and procedures
  • Use computerized spreadsheets
  • Use database and/or word processing software
  • Verify calculations
  • Adding machine/calculator
  • Computer and peripheral equipment
  • Computer network (department or school)
  • Computer network (university)
  • Fax
  • Photocopier
  • Switchboard (department or university)
  • Typewriter
Supervises level
May oversee student, temporary and/or casual workers.
Comments
Will utilize a working knowledge of unit or department systems and procedures to carry out assignments. Works under direct supervision.

Signatures

Employee: Date:
Supervisor: Date:

The above 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.

The University of Southern California is an Equal Opportunity Employer