Duties and Responsibilities of Various Department Assistant Levels (nonexempt, working 37.5-hour week)
155021 Department Assistant 1 (salary grade 08)
Department Assistant 1 Job Description Template
- Work performed with occasional supervision
- Performs a variety of clerical duties and typing assignments requiring speed and accuracy
- Prepares travel expense forms for reimbursement
- May assist in training of junior level clerical hires
- Facilitates dealing with others in the university relative to department work
- Proofreads and edits correspondence, reports, records, etc. as necessary
- Processes confidential information
- May direct the work of students or temporary employees
- High school, 2 to 3 years of experience
155022 Department Assistant 2 (salary grade 09)
Department Assistant 2 Job Description Template
- Performs duties of Department Assistant 1 and in addition:
- Works under general direction
- Initiates and follows up on routine correspondence
- Maintains department website
- Maintains accounting/bookkeeping records for department, data analysis
- Oversees general operations of clerical staff and office procedures
- Assignments may be long term and requires the individual to rely on own resources in task accomplishment
- High school, 3 to 5 years of experience
155023 Department Assistant 3 (salary grade 10)
Department Assistant 3 Job Description Template
- Performs duties of Department Assistant 2 and in addition:
- Works under general direction
- Performs diverse duties of an administrative/clerical nature requiring accuracy
- Has overall responsibility for smooth functioning of the department
- Facilitates communications between department and the university
- Maintains confidential records
- May authorize routine department expenditures, prepare or assist in preparing budgets (forecasting), reconcile monthly expense statements
- Organized, plans meetings, departmental agenda, etc.
- Coordinates workflow between departments as needed
- Involved with more complex/difficult matters
- High school, 5 or more years of experience
155024 Department Assistant 4 (salary grade 12)
Department Assistant 4 Job Description Template
- Performs duties of Department Assistant 3 and in addition:
- Works under general direction and reports to high ranking official
- Processes complex and highly confidential information
- Administers all aspects of the office including appointments, telephone contacts, correspondence, etc.
- Arranges meetings and maintains necessary correspondence with attendees; takes minutes
- Keeps current on legislation, events, etc. relative to the particular school, college or university
- Supervises the work of office staff in day-to-day activities
- Relays information on sensitive matters to constituents, external or within the university
- High school, 6 or more years of experience