ࡱ> 8:567g bjbjVV L(r<r</s$$~~~~~88<($>P{}}}}}}$lQ~~~4j j j F~~{j {j j ^?.5-,vhg08TLjL?L~?(*Z@j 4*** ^***8L*********$ D: SIMON FRASER UNIVERSITY & C.U.P.E., LOCAL 3338 WEIGHTED JOB QUESTIONNAIRE (WJQ) CUSTOM PART 1: JOB DESCRIPTION 1. POSITION IDENTIFICATIONFOR USE BY HUMAN RESOURCESDepartment Name:Classification & Grade Approved:Position Number(s):Clerk Typist, grade 4Current Position Classification:Clerk Typist, grade 4Department Position Title:Office AssistantEffective Date:July 2007Evaluating Supervisors Title:Approved by:Human ResourcesDate Completed:Next Review:July 2008Part 1 is being completed by: FORMCHECKBOX Employee(Double click on box and choose checked to check a box.) FORMCHECKBOX Evaluating Supervisor 2. POSITION SUMMARY A summary of the major functions of the position in three or four sentences.Provides front line general client information services, types, duplicates and reproduces a variety of materials, processes daily mail, maintains the integrity of information databases and office files, monitors the operation of office equipment, and maintains an inventory of office equipment and supplies, bulletin boards and display racks. 3. MAJOR FUNCTIONS List the duties and responsibilities of the position in order of frequency (i.e., (D) Daily; (W) Weekly; (M) Monthly; (S) Semester) Provides front line client services by determining the nature of inquiries, responding directly or referring matters to appropriate individuals or sources to triage general information requests. (D) Types letters, reports, graphs and general correspondence by referencing and transcribing source documents and ensuring the format and layout of documents are consistent with standard office procedures to prepare materials for approval, duplication and/or circulation. (D) Processes daily mail by receiving, sorting and distributing incoming mail, courier packages and facsimiles, sending outgoing mail and faxes, and arranging courier service to ensure mail is disseminated to the appropriate individuals and/or locations. (D) Maintains the integrity of information systems and databases by entering new or updated information following data entry procedures, printing reports and checking reports and data for accuracy and completeness to provide correct and current information. (D) Maintains office files by coding and filing material, retrieving information, and initiating new or revised files to ensure information is retained in accordance with standard record management procedures. (D) Duplicates and reproduces a variety of materials by using standard office equipment or arranges for, prepares, and processes materials and documents to be produced by on and/or off-site service providers to support the programs and services of the department. (D) Monitors the operation of office equipment by performing routine maintenance and contacting service vendors for preventative maintenance servicing and non-routine problems to maintain equipment in proper working order. (D) Maintains an inventory of office equipment and supplies by monitoring stock levels, processing supply orders, receiving and storing supplies, and checking and coding invoices to ensure an appropriate level of stock is on hand. (W) Maintains bulletin boards and display racks by posting or removing announcements and brochures, to provide accurate and timely information to interested parties. (W) 4. MINOR FUNCTIONS List duties and responsibilities that occur annually and periodically throughout the year.Prepares files for archive storage by reviewing file retention records, packaging files, and arranging for the transfer of files to University Archives to ensure information is stored in accordance with department retention schedules. Performs other related duties consistent with the job description and classification on request. 5. LEVEL OF INDEPENDENCE Check one box that best describes the level of independence that can be exercised within the position by a fully trained employee. FORMCHECKBOX Work is provided with specific instructions describing how and when it should be completed. FORMCHECKBOX Work is provided with general instructions. The employee makes choices about how the work will be completed within deadlines. FORMCHECKBOX Work is self-directed by the employee. The employee determines what work needs to be completed and when it should be completed to meet deadlines. FORMCHECKBOX Work is assigned on a project-by-project basis in the form of broad objectives. The employee evaluated what work needs to be completed within general time frames. Provide examples of project work: FORMTEXT       6. TRAINING EXERCISED If the position provides training, check each description that applies. FORMCHECKBOX Not required to provide training to other individuals. FORMCHECKBOX Explains how work is performed in his/her own position to individuals in other positions performing the same or similar work (includes training replacement employees). FORMCHECKBOX Provides one-on-one specialized training to other individuals. Considered a specialist in a particular area or field of study. Positions at this level may be designated as the resident department expert. FORMCHECKBOX Provides one-on-one training to individuals in other positions. Must have a good understanding of the work of the other positions. Positions at this level may be designated as group leaders or work leaders. FORMCHECKBOX Conducts training seminars for groups. Training seminars are normally scheduled and follow a prescribed format. May also develop or assist in the development of training seminars. 7. DIRECTION EXERCISED Check each description that applies. FORMCHECKBOX Not required to provide direction to other individuals. FORMCHECKBOX Assigns and/or checks work of other individuals. FORMCHECKBOX Schedules, assigns, and checks work of other individuals. FORMCHECKBOX In addition to C, establishes work priorities for a unit. FORMCHECKBOX In addition to C and D, guides project teams. 8. INTERNAL AND EXTERNAL CONTACTS List internal and external contacts (i.e., specific positions within own department, other departments, students, faculty, on/off campus vendors, etc.), the duration of each contact (i.e., less than 1 hour at a time, 1-2 hours at a time, more than 2 hours at a time), and the frequency of each contact (i.e., occasional, frequent, or continuous).Type of ContactDurationFrequencySupervisor< 1 hourFrequentStudents< 1 hourFrequentFaculty< 1 hourFrequentStaff< 1 hourFrequentGeneral Public< 1 hourFrequentExternal Vendors< 1 hourOccasional 9. IMPACT OF ERRORS Common Errors: Provide a few examples of the most common errors which normally occur in the performance of the work.Typing errors. Neglecting to order office supplies in a timely manner, causing delays in completion of work by faculty and staff. Referring individuals to the incorrect source for information.Uncommon Errors: Provide a few examples of most uncommon errors which infrequently occur in the performance of the work.Directing mail to the wrong individual or location. 10. EFFORT Describe concentrated periods of auditory (hearing/listening); visual (seeing); perceptual (understanding / comprehending); and physical dexterity (finger/hand movements, eye/hand coordination, lifting, carrying, pushing, pulling, reaching etc.). For each example of effort, indicate the concentrated duration (less than 1 hour at a time, 1-2 hours at a time, more than 2 hours at a time) and frequency (occasional, frequent, continuous).Type of EffortDurationFrequencyAuditory< 1 hourFrequentVisual< 1 hourFrequentPerceptual< 1 hourFrequentPhysical Dexterity< 1 hourFrequentNon-confined sitting1-2 hoursFrequentStanding, walking< 1 hourOccasionalLifting, carrying (office supplies)< 1 hourOccasional 11. WORKING CONDITIONSDescribe the place(s) where work is performed such as office environment, laboratory, outside work site, etc. Also identify the number of hours (of the total hours worked per week) spent in the place(s).LocationHours spent as a total of hours worked per weekGeneral office35 / 35 hoursDescribe any uncomfortable and/or distracting conditions in the work place(s) which an incumbent is exposed to on a regular basis and the frequency of the exposure. (e.g. interruptions, distracting noise, unpleasant odours, dust, drafts, inks, dyes, cleaning agents, toner for printers, temperature extremes, heavy dust conditions, wetness, fumes, vibrations, etc.)Uncomfortable ConditionsFrequency of Exposure (Occasional, Frequent, or Continuous)Toner for printersOccasionalDistracting noiseOccasionalInterruptionsFrequentDescribe any potential health or safety hazards etc. and the frequency of exposure of each hazard. (e.g. dealing with complaints and/or verbal/physical abuse; noise levels that interfere with normal speech/hearing; toxic gases or materials; dangerous chemicals, combustibles, radioactive material; repetitive arm, finger, wrist movements or other activities that may result in a physical injury; high speed, pressurized equipment; high voltage; heights above five feet; bio-hazardous wastes, body fluids, etc.)Potential Health or Safety HazardsFrequency of Exposure (Occasional, Frequent, or Continuous)Verbal abuseOccasional 12. CONTINUING EDUCATION Check each description that applies. FORMCHECKBOX Does not require any continuing education. FORMCHECKBOX Requires learning new university/department related procedures and/or methods. FORMCHECKBOX Requires learning new procedures and/or methods acquired through reading non-university/department publications. FORMCHECKBOX In addition to B and C, requires registration in formal seminars, training sessions, workshops, conferences, etc. FORMCHECKBOX In addition to B, C, and D, requires registration in post-secondary courses (one semester/equivalent). 13. QUALIFICATIONS Minimum required to satisfactorily perform the work.Formal education qualifications: identify the highest level of formal schooling required.High school graduation and general courses or training of short duration (up to two weeks) in word processing, spreadsheet, and database applications and office practices.In addition to formal education, identify the certification or program of study required.NoneIn addition to the above qualifications, the number of years of minimum experience are:1YearCheck one: FORMCHECKBOX An equivalent combination of formal education, certificate/program of study ad experience is acceptable. FORMCHECKBOX An equivalent combination of education, certificate/program of study and experience is not acceptable because: (please explain) FORMTEXT      Occupational Skills: Identify skills specifically required to perform the work of the position.Ability to use standard office applications (e.g., Word, FileMaker, Excel) at an intermediate level Ability to use enterprise level information systems (e.g., PeopleSoft, SAP, or equivalent) at a basic level 50 wpm keyboarding skill with a high degree of accuracy Good knowledge of standard office procedures Excellent client service and interpersonal skills Good written and oral communication skills Good analytical reasoning, problem-solving and organizational skills Ability to handle confidential material with discretionOccupational Requirement(s): Identify non-skill requirements to perform the work such as ability to work shifts and/or be on-call; ability to travel periodically outside the lower mainland; have a valid driver's license; ability to lift, move or carry equipment or materials over 10 kg; etc.Ability to lift materials weighing up to 10 kg 14. 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