USC Human Resources Administration

Job code: 111115Office Assistant II

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

Summary

Performs varied and specialized support services requiring mastery in general office and organization skills combined with a detailed or specialized knowledge of unit or department operations. Supports an administrator, faculty and/or staff and takes a leadership role in 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.)


% Prepares and processes correspondence, reports, course materials and/or other documents that are complex and/or highly specialized. Proofs own work for accuracy and completeness. Ensures critical deadlines are met. May schedule and oversee others involved in similar tasks for critical or high volume projects.


% Assembles and organizes data from different sources for internal reports and special studies. Determines software, format and layout for optimum results.


% Proofreads work of others for spelling, grammar and punctuation. Edits content as requested.


% Uses one or more standard software packages to enter, store, process and retrieve electronic data.


% Calculates, verifies and posts financial information. Prepares and issues bills, statements, receipts, checks and other related documents. Reconciles financial records and researches and resolves discrepancies.


% Establishes, organizes and maintains complicated unit filing systems, logs, statistical data and other records.


% Investigates problems and complaints and resolves those which fall within established policies and procedures.


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


% Monitors inventory and orders unit supplies. Authorizes equipment and supply expenditures within predetermined limits.


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


% Trains and assists others in the use of office equipment. Operates and maintains office machines (e.g., replaces ribbons, paper, toner) and may troubleshoot minor problems. Reports malfunctions and/or arranges for maintenance and equipment repair.
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
  • Specialized/technical training
  • Combined experience/education as substitute for minimum education
Associate's degree
Minimum experiencePreferred experience
  • 2 years
  • Combined education/experience as substitute for minimum experience
3 years
Minimum field of expertise Preferred field of expertise
Accomplished general office and organizational skills along with working knowledge of standard software programs and applications. Needs to operate, maintain and demonstrate varied office equipment. Knowledge and experience in unit or departmental systems and procedures.
SkillsMachine/equipment
  • Answer telephones
  • Assemble and coordinate manuscripts
  • Assemble and organize numerical data
  • Balance figures
  • Communicate with others to gather information
  • Compute totals
  • Coordinate work of others
  • Draft routine correspondence
  • Edit routine documents
  • Establish and maintain filing systems
  • Gather and input data
  • Maintain logs
  • Read handwritten text
  • Research information
  • 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 need to quickly develop a working knowledge of unit functions to take a leadership role in office operations and productivity.

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