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Clerical / Administrative Classes
UCI Series Concepts
Class Specifications - B.15
Clerk - 4673
Senior Clerk/Secretary - 4672
______ Assistant I - 4724
______ Assistant I - Sup - 4728
______ Assistant II - 4723
______ Assistant II - Sup - 4727
______ Assistant III - 4722
______ Assistant III - Sup - 4726
January 1995
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SERIES CONCEPT
Clerical/Administrative employees perform and/or supervise one or
more general and specialized clerical. and administrative services
essential to the operation of all University
departments; and perform other related duties as required.
Incumbents may participate in budget, grant, or contract
preparation; administer and control departmental expenditures;
maintain departmental personnel records and provide
departmental personnel services; prepare reports and maintain
pertinent files and other required records; provide non-laboratory
business services such as purchasing, inventory and stores,
facilities and space utilization; and provide general clerical as
well as secretarial assistance to departmental staff.
In addition to the above mentioned duties. incumbents may perform
and/or supervise specific functions supportive to a teaching,
research or staff/business services department
or specialized operation. Depending on the nature of the
department, incumbents may schedule classes; prepare bulletin and
teaching, materials; process admissions and advise
students; conduct wage surveys or compile and maintain specialized
resource files such as for supplies and equipment; operate
income-recharge services; coordinate special programs such as
credential, publishing, cultural, gifts and endowment, official
ceremonies, and interdisciplinary training; and maintain liaison
with hospital, clinics and other affiliated institutions for
teaching support operations.
Positions in this series do not normally have final authoritative
responsibility for unit operations. They are distinguished from
the analyst series in that they have operational responsibilities
for support services, as well as responsibility for providing staff
assistance. They are distinguished from the laboratory assistant
series in that they do not normally have direct responsibility for
technical aspects of the unit's operation, such as equipment
purchase, use of laboratory space, and management of service shops.
The total series consists of several distinct classes which
recognize succeeding degrees of work difficulty. These are
summarized in the CLASS CONCEPTS, and range from the
lower levels to administrative performance of routine or standard
clerical tasks at assignments involving limited techniques of staff
analysis and/or business management at
the higher levels.
Positions are allocated to different levels based on factors such
as nature and extent of authority delegated variety and complexity
of functions performed or supervised; application of knowledge of
intradepartmental or interdepartmental functions and University
policies and procedures; nature and level of intramural and
extramural public contacts; size, complexity and organizational
relationship of the unit to the total campus structure; reporting
relationship of the positions and commitment authority and
consequence of error.
CLASS CONCEPTS
Clerk
This level is characterized by the procedural nature of tasks
assigned, detail of instructions, or restrictiveness of guidelines
provided, or confinement to accepted methods and procedures
indicated by tasks assigned. Repetitive, routine, or standardized
tasks are performed with little or no supervision, once learned.
At this level, the following factors should be considered:
1. Assignments entail specific tasks, unrelated but each complete
in itself; or a series of steps which are normally repetitive
and in a prescribed sequence.
2. Specific instructions are provided regarding tasks to be
performed, sources to be used, and products desired. Non
routine work is reviewed.
3. Guidelines provided are oral or written instructions or
established procedures; and they are few in number or sources,
detailed, specific, directly applicable and readily available.
No originality is required.
4. Incumbents are responsible for completion of assigned tasks in
accordance with guides and/or instructions.
Senior Clerk/Secretary
This level is characterized by responsibility for an end product of
work and by independent application of knowledge of standard office
methods and procedures. Assignments entail some phases of a
program or service involving performance of a variety of detailed
operations in related sequence or series.
At this level, the following factors should be considered:
1. Work is performed under supervision of a higher- level
clerical or administrative person. Assignments are given in
clerical terms. Duties involving standard methods are
performed independently, with guidance provided as
requested, and those involving nonstandard methods or
materials are performed from specific instructions or
guides.
2. Guidelines include a variety of procedural rules and
regulations which are detailed, directly applicable and
readily available; but some judgment is required to select
from among standard office methods or to devise working
procedures for own desk. This requires knowledge of a
variety of standard procedures, an understanding of the
terminology of the unit served. and some familiarity with work
done in related departments.
3. Incumbents are responsible for accuracy, completeness and end
products of work, and may assign and check the work of
others.
____Assistant I
____Assistant I - Supervisor
This level is characterized by one or a combination of the
following:
1. Incumbents have supervisory responsibilities for several lower
level positions entailing such duties as setting priorities,
training and establishing work methods and procedures.
2. A significant nonstandard skill/knowledge is required
involving production of an end product such as a report,
scientific paper or manuscript. Work is performed without
close review, with responsibility for correct usage of
unusual terms and symbols in a scientific or technical field,
requiring some subject matter knowledge.
3. Incumbents have independent responsibility for a small unit
or comprehensive function requiring integration and
coordination of a variety of information or administrative
services.
At this level, the following factors should be considered:
1. Within limited subject areas, assignments may entail steps or
actions which vary in nature and sequence on the basis of
each individual case: or they may be of a coordinating nature
and composed of several cases/functions/subjects which must be
integrated.
2. Work is performed under supervision of a higher level
administrative person or an academic supervisor. Assignments
are given in terms of the subject area concerned with
specific objectives, critical administrative aspects. and
possible problems identified. Work is subject to review only
as requested or when problems require evaluation of the
application of established policy.
3. Guidelines provided, include a large number of procedural
directives, and standard rules, regulations and precedents
applicable to specific problems. In limited subject areas,
some judgment is required to determine the applicability of
guides to specific cases/problems. In coordinating
assignments, some originality is required to organize all
phases of a program/function and to obtain and correlate
information from a variety of sources. This requires a good
knowledge of standard administrative rules and
interpretations within own area and a working knowledge of
established methods and procedures used in related areas.
4. Incumbents have responsibility for determining procedural
methods of work, for coordinating phases of work with others;
or within limited areas, for determining the applicability of
numerous standard rules, regulations and interpretations to
individual problems.
___Assistant II
___Assistant II - Supervisor
This level is characterized by either one or a combination of the
following:
1. Incumbents have supervisory responsibilities for several
employees including selection, training, evaluation. and
disciplinary actions. Positions which are primarily
supervisory in nature entail technical and administrative
responsibility for a small group (normally 3 or more) in the
___ Assistant I level or for a larger group (normally 6 or
more) at the Senior Clerk/Secretary level or equivalent.
2. The duties performed require knowledge of basic principles
and methods of a technical or professional field where the
exercise of judgment is limited by (a) the routine
assignments, (b) the narrow range of the knowledge of the
total professional or technical field, (c) the supervision
received, and (d) the absence of the ability to establish
professional precedents.
3. Incumbents have independent responsibility for a
comprehensive function, service or unit requiring the
determination of appropriateness of actions in several
administrative tasks each of which is allocable to the
___Assistant I level.
At this level the following factors should be considered:
1. Work is performed under direction of a higher level
administrator or an academic supervisor. Assignments are
given in terms of the subject area concerned with specific
objectives as well as general program/department goals
identified. Work is subject to review when problems involve
new applications of policy or changes in administrative
approach.
2. Guidelines provided include all administrative directives In
the form of rules, policies, and established precedents
pertinent to the assignment. Assignments entail either many
separate phases or a variety of different administrative
transactions; and problem solving which involves some
analysis or qualitative review of individual cases, materials
or circumstances to determine the appropriate action.
decision or solution. This requires some substantive
knowledge and understanding of the programs or activities of
the unit served, as well as of University and departmental
administrative guides.
3. Incumbents are responsible for interpretations and decisions
based on established policies, precedents and administrative
regulations which may not be directly applicable.
4. Incumbents may have supervisory responsibility for
clerical/administrative tasks allocable to the Senior
Clerk/Secretary class, in the case of positions which are not
primarily supervisory in nature.
___Assistant III
___Assistant III - Supervisor
This level is characterized by either one or a combination of:
1. Incumbents have supervisory responsibility for several
dissimilar functions or services, at the Assistant I level,
determine staff needs and are accountable for results
produced.
2. Incumbents have responsibility for one or more functions or
services involving analysis of problems equivalent to an
entry level analyst which requires knowledge of basic
principles of the specific profession or technical field.
3. Incumbents have independent responsibility within overall
goals of the organizational unit for a comprehensive
function, service, or unit frequently requiring the
determination of procedures, methods and policy applications;
prepare reports and policy recommendations; and participate in
long-range planning for clerical/administrative needs within
overall goals of the organizational unit.
At this level the following factors should be considered.
1. Incumbents are responsible for all administrative aspects of
a total program, service or department, including the
determination of procedures, selection of methods, and
implementation of policy. Incumbents perform assignments for
which administrative guides are inadequate in some respect
or which require limited technical/professional knowledge; or
which involve nonstandard aspects of administration.
2. Work is performed under direction of a higher level
administrator or an academic supervisor. Assignments are
given in terms of the subject area concerned, with specific
objectives as well as general program/department goals
identified. Work is subject to review when problems require
a deviation from administrative policy or when they may
affect the professional activities of the department.
3. The scope, complexity or novelty of problems is such that (a)
guides frequently are not directly applicable or problems are
of a wide variety routinely requiring determinations of
appropriateness, or (b) a body of knowledge is required in
addition to standard department and University
administration. The latter may include comparable knowledge
of an outside institution, of a dissimilar operational unit
within the university, or of the basic principles and
methods of a professional field. Originality is required in
applying standard administrative guides in resolving unusual
administrative problems within stated objectives of the
department, and within policies of the University and/or
outside agencies.
4. Incumbents may have supervisory responsibility for
clerical/administrative tasks allocable to the ___Assistant
I level.
Positions allocated to the supervisory titles must meet the
criteria for supervision as defined in the Supplemental Guidelines
for Supervisory Classes (SAM 12).
Note: Specific qualification requirements are approved for
positions by the Human Resource Directors in accordance with the
provisions of Staff Personnel Policies 210.8 and 210.9.