AESES - Office Assistant 5

Revision Date: August 2005

Classification: Office Assistant 5
Hay Point Range: 225 – 270


Positions at this level provide office assistance through the application of advanced vocational skills and/or knowledge of complex secretarial, clerical, or bookkeeping/basic accounting practices, combined with administrative and/or supervisory skills to ensure that the objectives of a university program, section, department, faculty, school or administrative unit are achieved. For some positions, an advanced level of computing skills may be required. Under direction, incumbents apply their knowledge independently in the interpretation of and input into policies and procedures, consulting only where there is a lack of precedent in day to day administration. They may establish priorities, guidelines and procedures for an area. In addition to their administrative, secretarial and/or clerical duties, incumbents may also be responsible for the training and supervision of junior employees.


In addition to any characteristic duties and responsibilities found in the junior office assistant class specifications, positions at this level may also:

  • Performs or ensures the completion of daily routines for an area including: providing information and advice on the status of accounts, services, or activities to other internal and external areas, either verbally or in writing.
  • Responsible for the administration of all teaching, research, and customer related activities of a department, area, unit, or division, anticipating support needs of others and initiating procedures as necessary.
  • Supervision, ensuring that junior staff maintain good relations with staff, students and the public and that they provide prompt and courteous service.
  • Is responsible for handling correspondence and inquiries relating to the functions of the area or its policies and procedures.
  • May assign or complete the compilation of data required for the preparation of budgets and the maintenance of accounts.
  • May be responsible for coordinating and assessing: time- tabling, registration, examination procedures, record- keeping of examination results; general inquiries, etc.
  • Responsible for control of cash funds.
  • Performs other related duties as required or assigned.


The minimum qualifications necessary for acceptable (satisfactory) job performance are:

Level of Formal Education

Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience.


An acceptable equivalent combination of education and experience.

Skills and Abilities

In addition to the skills and abilities required in the junior office assistant class specifications, positions at this level may require:

  • Ability to ensure independently the completion of detailed clerical, service, secretarial or basic accounting routine.
  • Ability to establish departmental priorities.
  • Some positions require advanced knowledge of computer software applications.

Physical Requirements

  • Capable of performing the duties as assigned.

This class specification is intended to illustrate the characteristics of this classification level and should not be interpreted as a description of any one individual position within this classification level.

Note: Representative Advanced Computing Skills

  • Shall demonstrate proficiency in using advanced features associated with word processing applications such as using mail merge tools, and creating reports with footnotes/ endnotes, table of contents, bibliographies, and indexes.
  • The candidate shall demonstrate competence in advanced features of a spreadsheet application such as creating and editing charts and graphs, sharing data between applications, and creating and editing templates.
  • Shall be able to create a variety of presentations using presentation software (PowerPoint) for different audiences.
  • Shall be able to plan and create a small single subject database, run queries, forms and reports.
  • Experience with creating publications using desktop publishing software like PageMaker, InDesign, and Publisher.
  • Shall demonstrate the ability to organize content, modify images (scanning, Photoshop, Fireworks), and use web publishing software such as Dreamweaver and RedDot.

Some knowledge of specialized software may be required depending on departmental needs, for example, SAS, SPSS, MathCAD, etc.