secretarial Job classification FACTORSfor TOPs UAW Local 1950

(Note: Higher level classifications responsible to perform duties of a lower level classification)

Job Factors / 4D / 4C / 4B / 4A
Minimum Qualification /
  • Entry-level position requiring little or no work experience
  • High School Degree/GED
/
  • Minimum of 1 year related office experience (phones, customer service, document preparation, word and data processing packages, etc.)
  • Or at least one year of course work toward an Associate Degree
/
  • Minimum of3 years progressive office work experience
–prior financial management, support for managers/departments,
–meetings, document preparation,, etc.
  • Or Associate's Degree or two years course work leading to a Bachelor’s Degree
/
  • Minimum of5 years ofprogressive office work experience
–management support
–independent creation/ monitoring/oversight of the functioning of an office
  • Or earned Bachelor's or advanced degree

Level of Constituent Supported /
  • Typically works in a setting with other clerical members
  • Provide clerical support to all office personnel
/
  • Typically works in a group setting with multiple clerical members
/
  • Typically works independently to support one or two departments
  • Provides assistance to management for a specific function
/
  • Works independently to support management, at the Director level or above
  • Provides support to multiple departments
  • Works with intra-department teams to meet project deadlines

Supervision /
  • No or minimal supervisory responsibilities (may assist in supervising student staff)
/
  • Supervises student and/or temporary staff
/
  • Provides minimal functional guidance to clerical
Hires, trains and supervises student and/or volunteer staff /
  • Provides functional guidance to clerical
  • Participates in the selection process within department or office

Decision Making/Independent Action /
  • Little or noindependent action required beyond well defined protocol
  • Decisions and actions have minimal adverse impact on departmental operations
  • Receives direct supervision
/
  • Limited decision- making/independent action under well defined protocol or criteria
  • Decisions and actions adversely affect departmental short-term goals
/
  • Use independent judgment/ decision-making responsibilities following University or department guidelines
  • Decisions and actions adversely affect departmental/college medium or long term goals.
/
  • Uses independent judgment/decision-making to resolve unanticipated or non-recurring issues
  • Decisions and actions have significant adverse impact on departmental or college image with external constituents

Budgetary Responsibilities /
  • No budgetary responsibilities
/
  • Progressive familiarity with University financial policies & procedures
/
  • Processes and monitorsbudget/financial actions
/
  • Actively monitors budget/financialexpenditures and providesrecommendations for cost control or budgetary decisions

Job Factors / 4D / 4C / 4B / 4A
Office Administration/ Operations /
  • Basic knowledge of departmental operations (personnel, office equipment, filing and file system, inventory of office supplies, document & form preparation, phone and office etiquette, greeting customers)
  • Schedules and confirms appointments
  • Operates new office technologies as they are developed and implemented
/
  • Basic knowledge and applied expertise related to departmental operations (maintains office equipment, , document & form preparation, provides service and guidance to internal customers, orders office supplies, maintains files)
  • Assists in organizing departmental projects, events, meetings or programs.
/
  • Responsible for office administration (i.e., office equipment troubleshooting, office supply inventory management, customer service, communications, web page, document& form preparation,)
  • Broad functional expertise related to departmental operations
  • Establishes and maintains complex filling systems and files
  • Organizes, designs, formats, etc. department programs, events, meetings, etc. as directed
  • Utilizes department specific computer programs
/
  • Responsible for effective functioning of all aspects of office administration/operations as described in lower-level classifications
  • Broad cross-functional knowledge of inter-department operations
  • Independently purchases office supplies
  • Generates, processes and maintains reports

Policy and Procedure Utilization /
  • Basic utilization of department policies and procedures
/
  • Basic utilization of department and University policies and procedures
  • Trains students
/
  • Fluent /effective utilization of department and University policies and procedures
  • Assists in providing training to faculty/staffor others (i.e. volunteers) on policies and/or procedures.
/
  • Extensive understanding of department and University policies and procedures with an expectation of engagement for recommendations/ improvements
  • Conducts extensive training on policies and/or procedures

Involvement in Continuous Improvement/ Initiatives /
  • Limited involvement in the continuous improvement of policies and practices
/
  • Some level of involvement in the continuous improvement of policy and practice, including inter/intra-departmental recommendations
/
  • Involvement in continuous improvement of policy and practice, including inter/intra-departmental recommendations (i.e., technology implementation)
  • Provide input on operational functions and procedures
/
  • Involvement in campus-wide initiatives and activities intended to improve campus operations, community involvement, student life
  • Establish new procedures for efficient and effective office operations

Customer Service /
  • Greets visitors, helps provide direction or contact to others in department for problem resolution
  • Refers students to appropriate person for questions/issues relating to degree program or departmental activity
/
  • Provides guidance for problem solving and resolves common, straightforward issues
  • Provides direction to student to find information for questions/issues relating to degree program or department activity
/
  • Resolves problems/issues by providing solutions for internal customers
  • Address issues of medium complexity
  • Provides minimal guidance to students for questions/issues relating to degree program or department activity
/
  • Resolves issues for internal & external constituents
  • Address complex issues or concerns
  • Provides advice to students and/or resolves student questions/issues relating to degree program or department activity