Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.
Department: Human Resource Services
FTE: TBD by Department
The Temporary Office Support Pool is intended for qualified applicants to be called upon for appointments, in any department, on an as-needed basis of a limited duration. The appointment varies in classification, salary, and length (not to exceed 1040 hours within a 12-month period) and provide varying levels of general office, clerical, and secretarial support.
Should your application be reviewed, and you be selected for an interview, you will be contacted by the department. Depending on departmental needs, interviews may be conducted at any time while the Temporary Office Support Pool is open.
OFFICEASSISTANT: Performs a limited range of routine clerical/secretarial tasks in direct support of campus, department, or unit programs and operations. Employees in this class follow well-defined, established work methods, procedures, and guidelines. Direct supervision is provided until tasks are learned, at which time supervision becomes more general.
OFFICESPECIALIST 1: Performs a broad range of clerical/secretarial and records processing activities, which require independent judgment and initiative in the application of business operations, policies, procedures, and office technology. Typical work assignments may include varying amounts of record/document processing, file maintenance, volume word-processing, mail handling, public contact/information dissemination, and basic bookkeeping. Incumbents determine the work methods and procedures used to complete assignments.
OFFICESPECIALIST 2: Performs a wide range of office support, technical, and minor administrative or business-related tasks in support of campus programs or operation of a remote or stand-alone unit or department within an office context. Assignments or technical functions may involve the use of numerous guides, instructions, regulations, manuals, and/or precedents. Duties are performed independently and often involve the completion of varied and unrelated assignments, which the employee has exclusive or near exclusive control.
Minimum Classification Qualifications:
Office Assistant: Completion of courses or training in office technology; OR One year of general clerical experience; OR An equivalent combination of training and experience.
Office Specialist 1: Completion of courses or training in Office Technology; OR One year of general clerical experience which included typing, word processing, or other generation of documents; OR An equivalent combination of training and experience.
Office Specialist 2: Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate's degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
All Listed Duties:
Duties for Office Assistant:
Files and Records. Files documents, records, and reports in proper order; develops, reconstructs, and/or purges files; uses computer to index, locate, and update file information, and provide routine information to students, faculty, staff, and the public; copies/mails records in response to requests; keeps logs; completes forms and records and compiles simple reports and statistics; writes receipts and deposits monies received; receives and prepares permanent records and documents; retrieves information from files, databases, microfilm, and other records; enters data from a variety of source documents to database file, ensuring correction of errors, and may update and maintain database procedures manuals.
Typing. Types/word-processes letters, forms, memos, course syllabi, exams, and other material from rough draft or instructions; proofreads documents for general clarity, punctuation, grammar, spelling, capitalization, and typing errors; may compose simple responses to routine correspondence; completes forms with information from clearly indicated sources.
General Office Support. Answers phones, takes messages, and/or routes calls; responds to routine questions about programs or services; greets visitors and directs to appropriate location and/or staff person; mails relevant information in response to inquiries and requests; delivers, picks up, and processes incoming/outgoing mail; makes copies; reserves meeting rooms; performs simple maintenance on office equipment and refers maintenance problem to service technician.,
Duties for Office Specialist 1:
General Office Support. Types a wide range of documents (e.g., letters, reports, memos, forms) from draft or general instructions; in writing or verbally responds to inquiries, requiring general knowledge of institution operations; reads, sorts, and distributes incoming mail; organizes and maintains filing systems; files information in policy, procedure, and other manuals; schedules appointments for office/department staff; makes travel and meeting arrangements; photocopies documents; prepares itineraries and agendas; takes minutes at meetings; prepares expense claims; maintains attendance and other personnel and payroll records for the work unit; maintains supervisor's calendar; orders office supplies, maintains inventory, and ensures maintenance of office equipment.
Record Processing. Examines applications, forms, and other documents; reviews documents for accuracy and completeness; compares data on documents with hard copy or database record; adds, deletes, or changes information to maintain accurate, complete, and current information; exercises judgment in determining actions necessary to obtain missing information or to correct information; contacts students, faculty, staff, other agencies, or the general public via phone, FAX, e-mail, or letter to obtain information to complete processing of documents; performs arithmetical computations to recheck others' calculations or to compute charges, fees, or interest using established formulas; using current technology, enters data into a database, BANNER, FIS, web page or other system; collects data for reports or surveys; purges records according to retention schedules.
Word-processing. Word-processes on a production basis reports, manuscripts, grant proposals, exams, tests, and statistics from rough draft or general instruction; uses standardized formats to set up documents according to instructions or established procedures; proofreads documents for general clarity, punctuation, grammar, spelling, capitalization, and typographical errors.
Information and Assistance. Responds to phone, FAX, e-mail, letter or in-person inquiries from students, faculty, staff, and the public about specific institution, department, or program information and services; directs inquiries as necessary; explains or clarifies rules, processes and procedures; provides information about services available; receives/routes incoming calls.
Bookkeeping. Receives, matches, and consolidates source documents such as journal vouchers, invoices, packing slips, and receipts; sorts, batches, and totals input documents for entry into an accounting system; posts and balances entries to accounts and subsidiary ledgers, such as receivables and payables; reviews timesheets and prepares payroll; prepares vouchers, allocates routine charges and credits to the appropriate account, assigns account codes within area of assignment; extracts requested information from accounts for periodic and special reports.,
Duties for Office Specialist 2:
Secretarial/Administrative. Along with generalist functions, typical tasks may include, conference planning and coordination, including arranging for dates, speakers/presentations, facilities, publications/advertising, conference materials, and registration procedures; report completion, including data gathering, review, analysis, and providing recommendations; authoring initial or revised manuals related to unit or department programs or services, including writing, editing, proofing, and completing final drafts; coordinating program process/document flow from inception to completion (e.g., admission and tracking of students through a graduate program); creating / designing electronic and/or hard copy materials (e.g. web pages); making presentations to students, faculty, staff and/or the public; and coordinating academic/staff searches.
Record Processing/Technical. Along with generalist functions, typical tasks may include reconstructing account transactions (showing charges, payments, and adjustments) and resolving problems, reconciling accounts (e.g., departmental/grant accounts), and tracking errors through FIS or a
Internal Number: 8422
About Southern Oregon University
SOU provides career-focused, comprehensive educational experiences to over 6,200 students. Along with an emphasis on student success and intellectual growth, SOU is committed to diversity, inclusion and sustainability. Theoretical and experiential learning programs provide quality, innovative experiences for students. At SOU, students build strong community connections through internships, mentorships, field studies, capstone projects, volunteer opportunities and civic engagement.