USC Human Resources Administration

Job code: 111119Office Assistant III

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

Summary

Oversees and provides work leadership for other clerical employees within work unit. Performs a variety of moderate to complex clerical tasks. Works under general supervision.

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.)


% Leads unit's clerical employees and student workers, as assigned. Provides leadership and work guidance, schedules, assigns and prioritizes workloads. Sets appropriate deadlines. Monitors employee performance on daily basis. Ensures timely completion of unit's work.


% Performs a variety of moderate to complex clerical functions, as assigned, which may include: researching data, proofreading, editing, preparing and processing correspondence, reports, course syllabi and/or other documents, establishing and maintaining unit files, word processing, entry and retrieval of electronic data, processing printed documents, calculating, verifying and posting financial information, preparing and issuing bills, statements, receipts, checks and other documents, scheduling appointments, maintaining calendar(s), receiving visitors, answering telephones and providing information or referring calls, as appropriate, taking and conveying messages, establishing and maintaining logs and other records, processing incoming and outgoing mail and packages, sending and distributing fax messages, monitoring inventory and ordering unit supplies, or other duties of comparable complexity.


% Provides repair and maintenance services for a variety of office machines and leads and trains other employees in operation and maintenance of these machines which may include: typewriter, computer and printer, calculator, photocopier, fax machine, telephone, switchboard, postage meter, scales, etc. Reports more serious malfunctions and/or arranges for maintenance and repair by authorized service representatives.


% Meets with appropriate administrative staff to determine clerical needs of work unit and to establish reasonable time schedules for completion of work.


% Compiles and submits timesheets, as required.


% Resolves routine problems in work area.


% Provides backup support and relief coverage within unit, as needed.
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
General office experience with some supervisory responsibility General office experience in a university setting with some supervisory experience
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
  • Prioritize different projects
  • 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
  • Other

  • Assessment/evaluation
  • Leadership/guidance skills
  • Scheduling
  • Adding machine/calculator
  • Computer and peripheral equipment
  • Computer network (department or school)
  • Computer network (university)
  • Fax
  • Photocopier
  • Switchboard (department or university)
  • Typewriter
  • Word processor
Supervises level
  • Leads one or more employees performing clerical/secretarial work
  • Trains new employees and allocates and monitors work of others
Comments
 

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