Title: Administrative Assistant (606707)
Location: Child Development & Rehabil
Duration: 10/10/2019 to 11/12/2019
Pay Rate $15
Work shift 8am - 4:30pm
General office or secretarial experience
Associate’s degree or certificate in office occupations or office technology and one year of general office or secretarial experience
A Bachelor’s degree and one year of general office or secretarial experience
The Administrative Assistant performs a wide variety of secretarial, technical, or administrative related tasks in support of an OHSU program.
CLASS DISTINGUISHING FEATURES:
This is the third level of a three level series. The Administrative Assistant is distinguished from the lower levels by the variety of administrative, or technical assignments of duties involving many different and unrelated processes, methods and administrative related tasks. Numerous guides, instructions, regulations, manuals, precedents are applied in carrying out assignments. Guidelines and precedents are less detailed and judgment is required in analyzing situations and making decisions based on advanced knowledge of OHSU policies and procedures.
TYPICAL DUTIES AND RESPONSIBILITIES:
1. Secretarial/Administrative. Serves as secretary (may be confidential) to a manager, team or committee; word processes a variety of correspondence, reports, memos, or other information from dictation, rough draft or general instructions; composes and word processes correspondence, reports, memos and other documents; transcribes medical correspondence and reports; coordinates the editing, proofing, printing and distribution of grant applications, grant progress reports, newsletters, brochures, syllabi and manuals; may have authority to sign documents and/or correspondence on behalf of supervisor; takes minutes at meetings; answers phones, greets visitors, screens calls; makes referrals as appropriate; answers questions requiring research or technical knowledge; receives and reviews incoming mail and requests for information; determines mail needing further research; responds to items not requiring supervisory review or resolution; initiates follow up letters or memos; organizes and maintains filing systems; maintains supervisor's calendar and schedules appointments and conferences; makes travel arrangements, arranges schedules of visits, makes reservations, notifies organizations to be visited; completes travel vouchers, expense claims, and reports; maintains attendance (TAC) and payroll forms and records for work unit; prepares HR forms, may utilize OHSU Banner or Oracle software to ensure correct information; keeps logs and statistics related to program or operation; performs budget related activities, analyzes data, creates and maintains routine spreadsheets, and data bases, participates in preparing budget projections, monitors expenditures and compiles and generates status reports and reports deviations to supervisor; utilizes OHSU software to complete computerized purchasing; edits, proofreads and updates the OHSU web pages; creates forms, flyers, posters using desk top publishing software; develops and revises office procedures; coordinates work on assigned projects; serves as network support for OHSU computer and telephone system (purchase software/hardware, coordinate moves and installations, coordinate repairs, liaison to help desk personnel, schedule training); may use any of OHSU variety of software utilizing IBM and Macintosh, DOS or Windows environments.
2. Record Processing/Technical. Performs specialized record processing activities requiring independent judgment to make decisions or select a course of action based on OHSU policies, and procedures within a particular program or operation. Some examples of records processing activities are as follows:
1) reviews applications, forms, or other documents for compliance with established criteria; ensures that all necessary documentation is provided and is complete; processes request or denies applications based upon review; conducts patient screens to gather demographic or financial information,
2) issues authorized payments for services; determines and takes appropriate action; collects monies or receipts,
3) reconstructs account transactions showing charges, payments and adjustments; determines and initiates action within established policies and procedures to resolve problems with records, billing, payments, or charges; collects and compiles data requiring specialized program knowledge as well as judgment in selecting from a variety of reports, computer printouts, logs; performs complex data entry.
3. Information and Assistance. Responds to inquiries about specific OHSU program information and services or directs inquiries as necessary; explains and clarifies processes and procedures to customer; provides information about services available; receives incoming calls and routes calls to appropriate staff.