Pay Band 1

FLSA Status:  Non-Exempt

Office Services Aide

·         Clerical/administrative/support services in support of an office process, activity, function, or system. 

·         Most routine tasks

·         Very specific tasks

·         Close supervision

-         Receptionists who only refer telephone calls

-         Basic filing activities (alphabetic or numerical order only)

-         Typing of simple items (ex. Labels) not complex

-         Recurring work cycle

Pay Band 2

FLSA Status:  Non-Exempt

Office Services Assistant

·         Clerical/administrative/support services in support of an office process, activity, function, or system. 

·         May be a wide variety of duties performed such as filing, answering phones, record-keeping, typing, keying, or work may be more specialized. 

·         May be production oriented. 

·         Entry level

·         Routine tasks

·         More varied tasks

·         Uses some judgment, some choices

·         More independent; under general supervision

-         Production typing (routine; no coding; no professional terminology, unless recurring and requiring  little interpretation; only basic formatting)

-         Filing, such as medical records, legal records (determines where information should be filed, sequencing of info in files)

-         Basic record keeping, math

-         Data entry

-         Telephone and walk-in reception activities

Secretary

·         Positions perform typical secretarial tasks (relieving manager/professional of administrative detail often related to personnel, budget, or accounting functions; types, files, reception, schedules appointments, etc.) 

·         Mostly routine typing and filing.  Not diversified duties

·         Reports to professional in one specific function, narrow program area

·         Limited public contact

·         Not independent

Office Services Specialist

·         Clerical/administrative/support services in support of an office process, activity, function, or system. 

·         May be a wide variety of duties performed such as filing, answering phones, record-keeping, typing, keying, or work may be more specialized. 

·         May be production oriented. 

·         Moderate difficulty (usually follows unit related processes)

·         Greater variety of tasks

·         Requires some knowledge of organizational policies and procedures

-         Information processing which has more complex elements (coding, professional terminology, formatting)

-         Positions not in accounting section, but perform invoicing, payroll, bookkeeping activities along with other moderately difficult clerical support activities

-         Filing with researching duties (where cross referencing is necessary, determining if new subject areas or file indicators are needed)

-         Checks quality of work in unit

-         Can be lead position without supervisory authority

Secretary Senior

·         Positions perform typical secretarial tasks (relieving manager/professional of administrative detail often related to personnel, budget, or accounting functions; types, files, reception, schedules appointments, etc.) 

·         Reports to a professional employee or faculty member (unit manager, program manager, broader program)

·         More diversified duties

·         Confidentiality of information (forms, documents)

·         Decision making in terms of formatting documents (basic formatting, not complex0, composing simple correspondence

Fiscal Assistant

·         Entry

·         Tasks are well defined and repetitive and involve such things as the following:

-         Receiving and receipting of funds;

-         Processing bills, travel vouchers, invoices;

-         Batching and coding expenditure documents:

-         Routine reconciliation;

-         Making routine entries to journal and ledgers requiring only elementary application of bookkeeping principles

-         Posts expenditures

-         Computes costs, verifies mathematical calculations, verifies codes, maintains records

-         Prepares timesheets

-         Repetitive

·         Bookkeeping related tasks

·         Greater % time devoted to these duties than to Office Services or Secretarial tasks, such as typing, reception, clerical duties

·         Requires fiscal and accounting KSA’s

Pay Band 3

FLSA Status:  Non-Exempt

Office Services Supervisor

·         First-line supervisor over 2 or more employees (small staff usually 3 – 8 positions)

·         Working supervisor.  Performs some of the same activities as subordinates.  Majority of time spent on work tasks rather than on supervisory tasks

·         One functional area (ex. Small file room)

·         Evaluates performance

Executive Secretary

·         Positions perform typical secretarial tasks (relieving manager/professional of administrative detail often related to personnel, budget, or accounting functions; types, files, reception, schedules appointments, etc.) 

·         Reports to a Division Chair, very small Department Chair (major program component manager)

·         More exclusively serves a manager

·         Broad range of contacts; outside contacts require confidentiality

·         Knowledge of policies and procedures of assigned unit (general knowledge of university)

·         Takes greater role in coordination of administrative responsibilities

Executive Secretary Senior

·         Positions perform typical secretarial tasks (relieving manager/professional of administrative detail often related to personnel, budget, or accounting functions; types, files, reception, schedules appointments, etc.) 

·         Reports to a Dean, larger Department Chair (principal administrator)

·         Highest level clerical activities in the university

·         High level of university confidentiality

·         Critical consequence of clerical errors

·         High visibility

·         Contacts cross agency lines and are external

·         Knowledge of policies and procedures of assigned unit very important

·         Very visible, large program with some university-wide influence/knowledge

·         Gathers information from other work units

·         Prepares some responses independently, signing for administrator

·         Organizes and oversees office administration

·         Coordinates arrangements for management meetings, training, retreats

·         Researches statistical and other data for special projects, reports; prepares reports and graphically presents data

Administrative Staff Assistant

·         Reports to a department head or Dean

·         Variety of administrative activities, such as the following:

-         Conducting research on special projects

-         Assigning documents to appropriate staff for responses

-         Tracking the progress of assignments to university staff

-         Preparing responses on routine matters which are covered by policies which have been clearly established

-         Performs multiple duties related to diverse university-wide programs

-         Reviews, summaries, prioritizes, and expedites daily issues requiring top level review and response

·         Does not perform office support duties such as secretarial tasks, ex. Typing, filing, and keying for others for any significant amount of time.

Office Services Supervisor Senior

·         First-line supervisor

·         More than one functional area (may be several units)

·         More time spent on supervisory duties (including such activities as assigning and coordinating work ) rather than on unit work tasks

Program Support Technician

·         Detailed program knowledge to interpret and apply rules

·         Interprets and applies regulations; contacts with customers

·         Judgment is an important factor

·         May make simple decision on program records; ex. Decide if application is complete

·         May be lead worker; Parallel with supervisor class; if position supervises, goes in Office Services Supervisor class

·         Personnel transactions and records (when no other personnel areas are involved, such as recruiting, ads, etc.)

·         Inventory:  positions determine why items are not moving; determine how long items have been there

Program Support Technician Senior

·         Must know rules and regulations of the assigned program(s)

·         Interprets rules and regulations; determines eligibility or compliance (approve/disapprove)

·         Contacts with university staff as well as frequent contacts with public and clients from outside the university

·         Determines what to document

·         Determines who to go to gather information

·         Makes analytical judgments – Important!

·         May support professionals in decision making process; follow-up on professionals’ actions; might assist in overload

·         Some positions involve directing, scheduling, and controlling activities of a facility used by the public, employees, students, etc.

·         (Same level as Personnel Assistant)

Fiscal Technician

·         Performs advanced bookkeeping involving accountability for specific processes and/or funds

·         More complex and varied reports

·         Often payroll

·         No supervision, may be lead worker

Fiscal Technician Senior

·         Paraprofessional accounting work

-         Takes trial balances;

-         Maintains control accounts to compare expenditures to operating budgets;

-         Prepares routine fiscal summaries and reports used by higher level accounts

·         May supervise or be lead worker to Fiscal Assistants and Fiscal Technicians

Pay Band 4

FLSA Status:  Non-Exempt or Exempt depending on the position

Office Manager

·         Second-line supervisor (Supervises supervisors) or supervises higher level clerical staff

·         More than one functional area (multiple units)

·         Predominately supervision, working through supervisors

Office Manager Senior

·         Second-line supervisor or supervises higher level clerical staff

·         Supervises the most complex clerical tasks

·         May have administrative functions such as budget and space allocation responsibilities; planning

Administrative Staff Specialist

·         Reports to a Dean or Vice President

·         Provides administrative, analytical and liaison support for the highest-level agency executives. 

·         Serves on various inter- and intra-departmental committees and task forces representing the university.

·         Oversees implementation of board, commission or council policies and actions. 

·         Exercises some decision-making authority on policy, procedures and operations

·         Does not perform office support duties such as secretarial tasks, ex. Typing, filing, and keying for others for any significant amount of time.

Accountant

·         Professional accounting work, requiring the application of accounting principles and practices

-         Develops methods for recording financial transactions

-         Assembles data and prepares financial statements and reports

-         Analyzes, interprets, records data on financial transactions

·         May supervise (rather than perform bookkeeping) technicians in accounts payable/receivable, payroll, cash management, grants, capitol outlay, fixed asset accounting, etc.

Pay Band 5

FLSA Status:  Typically Exempt depending on the position

Administrative Staff Specialist Senior

·         Reports to an Vice President or the President's Office

·         Performs administrative, analytical, legislative, programmatic, budgetary and liaison functions for the highest-level agency executives. 

·         Performs policy work, managing a program, formulating budgets, developing impact statements, writing speeches and position papers, drafting legislative bills, and ensuring agency compliance with state and federal regulations. 

·         Serves on various inter- and intra-departmental committees and task forces representing the university.

·         Oversees implementation of board, commission or council policies and actions

·         Does not perform office support duties such as secretarial tasks, ex. Typing, filing, and keying for others for any significant amount of time.