Payroll administration

C2  5JD.1

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Exercises

Job Descriptions for Job Evaluation

TITLE: Administrative Assistant Job Group Category: Nonexempt

General Summary

Works under general supervision of corporate officer, providing personal secretarial services and administrative assistance requiring exercise of discretion and judgment on occasion.

Principal Duties and Responsibilities (*Essential functions)

1. *Takes and transcribes dictation involving general business vocabulary and a limited range of specialized terminology. Regularly transcribes machine recorded dictation.

2. *Types correspondence and reports from rough drafts, editing grammar, punctuation or spelling as needed.

3. *Establishes, maintains, and when necessary, revises supervisor’s files.

4. *Screens telephone calls and visitors, ascertaining who can be redirected to subordinate managers or other offices. Provides information to callers, requiring detailed knowledge of manager’s area of responsibility and general knowledge of company policies, practices, and operations.

5. *Performs confidential administrative functions on occasion where errors could have moderate effect on costs, such as typing, proofing, and assembling reports or proposals for customers or outside agencies and taking, transcribing, and distributing minutes of important meetings.

6. *Maintains departmental records and prepares special and recurring reports, following general directions.

7. *Maintains manager’s calendar, scheduling meetings and appointments without clearance on occasion. Arranges travel and hotel accommodations as necessary.

8. Opens and reviews all mail directed to manager. Composes responses to routine inquiries, and ascertains which items can be delegated to subordinate managers, and forwards appropriate items to manager.

9. Follows up on all assignments delegated to subordinate managers as to status, completion, etc.

10. Delegates work to one or two clerical employees to assist with routine duties.

C2  5JD.2

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Job Specifications

1. Work requires written communication skill to compose routine letters and to edit and proof business correspondence and reports.

2. Work requires ability to type accurately and efficiently from rough draft and machine transcription or personal dictation, involving standard business vocabulary or limited range of specialized, recurrent terminology, using common word processing programs.

3. Work requires thorough knowledge of manager’s area of responsibility and general knowledge of company policies, procedures, and operations as well as oral communication skill to perform administrative duties of moderate complexity, such as arranging meetings without clearance, responding to inquiries from customers and company personnel, and assembling reports containing confidential and information.

4. Work requires ability necessary to analyze moderately complex administrative details, such as planning and scheduling the work of others, establishing filing systems, and assembling reports containing data from several sources. These worker characteristics are normally acquired through completion of high school education, which included a two-year vocational office education program, two to three years related company experience, and up to three months on-the-job training.

5. Work requires ability to read and concentrate via computer data entry typing and proofreading – up to 50% of time.

6. General sedentary work but may require standing and walking for up to 10% of work time.

Working Conditions

Working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Approvals:

Line or Staff Management Date Human Resources Date

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Job Descriptions