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Position Classification Description

Position Class Code / Title: A0026 / Office Assistant
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 03

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Performs a range of basic office support activities for a unit/department, such as answering phones and directing calls, greeting and directing visitors, answering questions and performing routine clerical, data entry, and/or word processing work as assigned.

Duties and Responsibilities

  1. Answers telephones, routes calls, takes messages, and provides general information; greets and directs visitors; answers routine inquiries; maintains log of inquiries as required.
  2. Opens and routes incoming mail; distributes correspondence and other material to department staff/faculty.
  3. Performs a variety of routine typing assignments as appropriate to the position; may operate a personal computer to draft basic correspondence, enter data, and print letters, labels, reports, and/or other materials; types and mails form letters.
  4. Copies and/or duplicates materials as requested; may oversee day-to-day operation of copy machine; may prepare and transmit facsimiles for the unit.
  5. Establishes, maintains, processes, and/or updates files, records, and/or other documents.
  6. May perform specialized services of a routine clerical/administrative nature in strict accordance with established procedural guidelines, as appropriate to the position.
  7. May schedule or assist in scheduling appointments, meetings, and/or conferences, as appropriate to the position.
  8. May order, stock, and distribute office supplies.
  9. May run various routine errands, as required, for the unit/department.
  10. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High School Diploma or GED; no previous experience required.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Records maintenance skills.
  • Ability to maintain calendars and schedule appointments.
  • Ability to understand and follow specific instructions and procedures.
  • Ability to prepare and print routine correspondence, labels, and/or other basic written material.
  • Word processing and/or data entry skills.
  • Skill in the use of operating basic office equipment.
  • Receptionist skills.
  • A comprehensive knowledge of UNIX operating system facilities and multiple high performance computing architectures.

Distinguishing Characteristics

    Position requires: a) routine clerical/customer service support for a department, including copy typing, contact with individuals by phone and in person, and routine file maintence.

Conditions of Employment

  • This position is represented by a labor union and is subject to the terms and conditions of the CWA Collective Bargaining Agreement.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017