Job Family: 43-0000 Office and Administrative Support
Occupational Group: 43-9190 Office and Administrative Support
OCCUPATION PROFILE
JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORT
OCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORT
OCCUPATION: OFFICE & ADMIN SUPPORT WORKER, ALL OTHER
43-9199
BROADBAND LEVELS: Level 1 – Pay Band 001
Level 2 – Pay Band 003
Level 3 – Pay Band 005
Level 4 – Pay Band 006
Level 5– Pay Band 010
DESCRIPTION
This is work performing in all office and administrative support jobs not listed separately.
Some positions in this occupation may be responsible for coordinating work and supervising employees.
EXAMPLES OF WORK
Supervises employees by assigning work, reviewing progress and assessing performance.
Maintains files and control records to show status of action in processing correspondence.
Investigates discrepancies in reports and records and confers with personnel in affected departments to ensure accuracy and compliance with procedures.
Compiles data from records to prepare periodic reports.
Examines files to answer inquiries and provide information.
Records data using personal computer.
Compiles and types reports from records.
Maintains inventories
Examines records for legal compliance
Sorts or classifies information, according to content, purpose, user criteria, or chronological, alphabetical, or numerical order.
Locates and retrieves files upon request from authorized users.
Coordinates activities of clerical and administrative support personnel.
Recommends cost saving methods, such as supply changes and disposal of records to improve efficiency.
Prepares and reviews operational reports and schedules to ensure accuracy and efficiency.
Places materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
Removes or destroys out dated materials in accordance with file maintenance schedules or legal requirements.
Scans or reads incoming materials to determine filing order or location.
Assigns and records or stamps identification numbers or codes to index materials for filing.
Inspects or examines materials or files for accuracy, legibility, or damage.
Inserts additional data on file records.
Authorizes or documents materials movement, using logbook or computer and traces missing files.
Directs filing and cross indexing of selected documents in alphabetical and chronological order.
Prepares document descriptions and reference aids for use of archives, such as accession lists, cross-reference materials and microfilmed documents.
Applies policy guidelines concerning public access and use of materials.
EXAMPLES OF JOB CHARACTERISTICS
Processing Information / Compiling, coding, categorizing, calculating, tabulating, auditing, verifying, or processing information or data.
Performing Administrative Activities / Approving requests, handling paperwork, and performing day-to-day administrative tasks.
Handling and Moving Objects / Using one's own hands and arms in handling, installing, forming, positioning, and moving materials, or in manipulating things, including the use of keyboards.
Identifying Objects, Actions, and Events / Identifying information received by making estimates or categorizations, recognizing differences or similarities, or sensing changes in circumstances or events.
Getting Information Needed to do the Job / Observing, receiving, and otherwise obtaining information from all relevant sources.
Provide Consultation and Advice to Others / Providing consultation and expert advice to management or other groups on technical, systems-related, or process related topics.
Analyzing Data or Information / Identifying underlying principles, reasons, or facts by breaking down information or data into separate parts.
Estimating Needed Characteristics / Estimating the characteristics of materials, products, events, or information: Estimating sizes, distances, and quantities, or determining time, costs, resources, or materials needed to perform a work activity.
Guiding, Directing and Motivating Subordinates / Providing guidance and direction to subordinates, including setting performance standards and monitoring subordinates.
Interpreting Meaning of Information to Others / Translating or explaining what information means and how it can be understood or used to support responses or feedback to others.
EXAMPLES OF KNOWLEDGE, SKILLS AND ABILITIES
Information Organization / Finding ways to structure or classify multiple pieces of informationInformation Gathering / Knowing how to find information and identifying essential information
Synthesis/Reorganization / Reorganizing information to get a better approach to problems or tasks
Reading Comprehension / Understanding written sentences and paragraphs in work related documents
Time Management / Managing one's own time and the time of others
Product Inspection / Inspecting and evaluating the quality of products
Writing / Communicating effectively with others in writing as indicated by the needs of the audience
Judgment and Decision Making / Weighing the relative costs and benefits of a potential action
Coordination / Adjusting actions in relation to others' actions
Speaking / Talking to others to effectively convey information
Active Learning / Working with new material or information to grasp its implications
Coordination / Adjusting actions in relation to others' actions
Management of Personnel Resources / Motivating, developing, and directing people as they work, identifying the best people for the job
Clerical / Knowledge of administrative and clerical procedures and systems
English Language / Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
Administration and Management
/ Knowledge of principles and processes involved in business and organizational planning, coordination, and execution. This may include strategic planning, resource allocation, manpower modeling, leadership techniques, and production methodsLICENSURE, CERTIFICATION OR REGISTRATION REQUIREMENTS
EFFECTIVE: 03/17/2003
History: 07/01/2002
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