Student & Temporary Office Employee Manual

Student & Temporary Office Employee Manual Department of Chemistry FY 2006 Table of Contents: General Job Duties......................................
Author: Leo Montgomery
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Student & Temporary Office Employee Manual Department of Chemistry

FY 2006

Table of Contents:

General Job Duties........................................................................... 2 Daily Job Duties ............................................................................... 3 Good Office Practices....................................................................... 4 References ....................................................................................... 7

Job Duties of Office Assistants (Student &Temporary Office Employees) Department of Chemistry

FY 2006

1. Financial record management to include, scanning, copying, and filing of departmental financial documents. Scanning instructions are located on the Chemistry Desk Manuals website, Financial Desk Manual section. 2. Provide administrative support to Payroll Office, which may include organizing, scanning, filing, and assisting with time sheet activities. 3. Provide administrative support to Front Desk as needed. Serve as back up to front desk receptionist during lunch and absences. Front desk duties this position will assist with includes: o o o o o

Answer phones and greet visitors. Sort incoming and outgoing interoffice and US Mail for the Main Office. Run campus errands. Assist in maintaining office supply inventory. Assist with administrative functions, such as telecomm reports, work requests, key requests, and others.

4. Provide administrative support to Financial Office staff, to include filing, uploading vouchers in PeopleSoft and budget checking. 5. Provide support to undergraduate director to include typing of course evaluations. 6. Audit SCR’s for accuracy. 7. Typing, copying, filing and distribution of various correspondence and forms as needed. 8. Maintain supplies for copiers, fax machines, and printers. 9. Assist with special projects and other duties as needed.

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Daily Work Assignments for Office Assistants Department of Chemistry

FY 2006

Log in your arrival and departure times daily. Note: Record the total hours worked on the official Time Sheet by the due date.

Check your inbox and the “Office Assistant Inbox” for work that needs to be completed. Prioritize the work. Note: Tasks specific to you will be placed in your personal mailbox. Tasks that can be performed by any student employee will be placed in the “Office Assistant In Box”.

Sort and distribute incoming and outgoing mail, as applicable. 10:00 a.m. Mail Run. Deliver items in the “Run Box” to the appropriate destination(s). Pick up mail from the “Chemistry” box in the College of Natural Sciences and Mathematics (NSM) located in SR1 Room 214. 3:00 p.m. Mail Run. Deliver items in the “Run Box” to the appropriate destination(s). Pick up mail from the “Chemistry” box in the College of Natural Sciences and Mathematics (NSM) located in SR1 Room 214. Check the copiers, fax machine and printers for paper. Refill as needed. Check the copy room for adequate supplies and reorganize it neatly. Replenish staples, fax cover sheets, paper clips, tape, rubber bands, etc. Check the supply of the Forms in the Financial Office. Replenish as needed.

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Good Office Practices Department of Chemistry

Spring 2004, Rev. 11/28/05

Written Instructions/Request for tasks • Return the completed work assignment with the original instructions, and place a check mark and your initials to indicate completion. • Make good notes on the instruction sheet to indicate your progress and any follow-up required. Typewritten Work • When given something to type/revise return the original document attached to the typed document. • Proofread your work before and after printing. • Save your electronic document every 5-10 minutes while working on a document. Copies • Always make sure the copy is legible and no part of the original document was cut off. Darken copies as needed, especially receipts. • Always look for double-sided originals, and make sure to copy both sides. • Remember to remove originals from the glass. Labels and File Folders • All labels for file folders should be typed. • The typing on the label should be placed as close to the top of the label as possible. And the label itself should be positioned as close to the top edge of the folder tab as possible. This enhances visibility of the label when they are placed in file drawers. Department of Chemistry

Department of Chemistry Well-positioned label.

Poorly positioned label.

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Addressing Interoffice Mail • When addressing interoffice envelopes, cross out all names on the envelope before addressing it. • Address all interoffice mail with: Full name, Department, and mail code: Tom N. Jerry, Chemistry, 5003 Phone Messages • Write neatly. • Record name of caller and company/organization of the caller. Make sure to get the correct spelling of the caller’s name. Ask if uncertain. • Always record date (including year) and time (including am/pm) of the call. • Verify the phone number with the caller. Repeat to confirm. • Write a brief statement as to what the call is in reference to. Security Awareness • Place purses, wallets, backpacks in a secure area; preferably in a locked cabinet or drawer. • Do not leave office unattended without locking it. If you leave your office, even for a few minutes, lock the door behind you. • Pay attention to unoccupied areas. If you notice that someone is away from their desk, secure the area for them. • Guide wandering visitors to appropriate area. • Report suspicious individuals or incidents. Confidentiality • All documents and university business should be handled with strict confidence. • Do not leave documents, particularly those of a sensitive nature, in plain view, such as on the front desk or copy machine.

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Organization Tips • Prioritize your work each day. Follow up on important tasks and make follow up calls as necessary. Make a “To Do” list if needed. • Maintain several boxes/areas for organizing day to day work. Depending on the complexity of your job, you may have several categories, but below are some basic ones: o In Box – for all incoming work to be done. o Pending – for all pending items that are not yet completed. Items may be waiting on others to respond before completing the task. Make detailed notes on all pending items. This is a good practice in the event you are absent and someone has to take over your work for a few days. o Outbox – for all items that you need to distribute to someone else.

• At the end of each day, re-organize all items on your desk. This is a good time to arrange work in order of priority for the next day. Make detailed notes on your work. Again, if someone had to step in for you due to your absence, they would know what to handle and how to handle it.

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References Student Worker and Temporary Office Employees Desk Manual

Department of Chemistry

FY 2006

Desk manuals with step by step instructions for performing tasks are located online at: http://www.chem.uh.edu/Staff/Resources/ . The manuals are categorized by function. A few that may apply to the student worker/temporary office employee position include: • • • • •

Financial – this manual contains all departmental instructions for financial related tasks. FMP Data Entry – this manual provides instructions on how to data enter information in the FMP database. Front Desk – this manual provides instructions on tasks that are specific to the front desk coordinator position. Administrative – this manual provides instructions on administrative tasks, most of which are handled by the front desk coordinator. Payroll – this manual provides instructions on payroll related tasks.

The Standard Operating Procedure manual is located at http://www.chem.uh.edu/Staff/Resources/SOP/Financial%20and%20Administrati ve%20Operating%20Procedures.pdf . This manual provides an overview of department operating procedures. It is provides information for faculty and staff on how to initiate various administrative, financial, and payroll tasks, such as how to place orders, request keys, obtain approval for travel, and much more.

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