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office systems coordinator

Category: Administrative
Reports To:      

Job Description/Responsibilities
We are looking for someone to coordinate and perform word processing functions on department equipment; provide management support through text management and file search systems; coordinate and train individuals in the use, and provide expertise about, the various capabilities of department software; serve as liaison to equipment users, department staff, and computer center personnel; and develop file systems to maintain cards or disks for future use, changes in content, or establishment of databases.

Qualifications/Skills
You’ll need to use your communication skills and eye for detail to design, format, and prepare management/administrative information reports; assist with recommendations for future equipment purchases and ongoing systems-related supply needs; help with installation and demonstration of equipment; and solve technical problems that may arise.

Education/Background
A high school diploma with vocational training in data/word processing, as well as work-related experience and training on current-generation equipment, is essential.  Thorough understanding of computer logic, software applications, and maximum equipment utilization is required.  You must have full knowledge of word processing programs, and be able to exercise independent judgment.

Please send [résumé and salary history/requirements] to:      

Job Description

office systems coordinator

Category: Administrative
Reports To:      

Job Description
Coordinates and performs word processing functions on department equipment; provides management support through text management and file search operations; coordinates and trains individuals in the use, and provides expertise about, the various capabilities of department software; and serves as liaison to equipment users, department staff, and computer center personnel.

Qualifications
•	High school diploma with vocational training in data/word processing, as well as work-related experience and training on current-generation equipment is essential.

•	Thorough understanding of computer logic, software applications, and maximum equipment utilization is required.

•	Must have excellent communication skills and an eye for detail.

•	Must have full knowledge of word processing programs, and be able to exercise independent judgment.

•	     

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Duties
Percentage
of Job	Exemption
Classification	Duty	Essential Function	
     %	Non-Exempt	Sets up and records written or dictated material from dictation equipment; proofreads transcribed copy for accuracy.	Y / N	
     %	Non-Exempt	Develops file systems to maintain cards or disks for future use, changes in content, or establishment of databases.	Y / N	
     %	Non-Exempt	Designs, formats, and prepares management/administrative information reports.	Y / N	
     %	Non-Exempt	Coordinates processing needs; redesigns as required.	Y / N	
     %	Non-Exempt	Assists with recommendations for future equipment purchases and ongoing systems-related supply needs.	Y / N	
     %	Non-Exempt	Provides user training and technical support.	Y / N	
     %	Non-Exempt	Assists with installation and demonstration of equipment.	Y / N	
     %	Non-Exempt	Solves technical problems that may arise.	Y / N	
     %			Y / N	
     %			Y / N	

Exemption Analysis
Almost assuredly a non-exempt position with the duties enumerated here. When you look at the computer exemption possibilities (541.400), this position doesn’t solve complex business problems or manage the work of other programmers (541.402). It designs reports, not actual programs (541.400(b)(3)). And it doesn’t mention systems analysis (541.402(b)(1)) anywhere.

Category Decision
The duties and responsibilities for this position have been analyzed.	
Manager:	Date:	
On that basis, this position has been judged to be        Exempt          Non-Exempt.	

Interview Questions

office systems coordinator

Category: Administrative
Reports To:      

	Have you ever had trouble learning a new system or procedure?  How did you deal with that situation?
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	How did you gain the technical knowledge you need to do your job?
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	What kinds of software do you use in your current job?  Hardware?
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	Tell me about a time you had to put in extra effort on an office systems project.  What were the results?
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	Have you ever made a decision or suggestion that changed office systems procedures in your firm?
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	What qualities do you think a good office systems coordinator must have?
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	Tell me what you see as the greatest strength someone in your position should cultivate.  How would you go about doing that?
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	Describe a work-related problem you had to face recently.  What procedures did you use to deal with it?
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Additional Questions
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Overall Impression
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Average Rating
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Your Recommendation
	Hire
	Do Not Hire
	Second Interview
	Need More Information

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Print Name

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Signature

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Date

APPLICANT COMPARISON FORM 

Date:      
	Evaluator:      	
Position:      		

Once you have completed the interview process, transfer the notes and rating tallies you completed to the chart below.

Candidates’ Names	Average Rating	Recommendation	Overall Impression	
1.      	1	2	3	4	5		Hire
	Do Not Hire
	Second Interview
	Need More Information		
2.      	1	2	3	4	5		Hire
	Do Not Hire
	Second Interview
	Need More Information		
3.      	1	2	3	4	5		Hire
	Do Not Hire
	Second Interview
	Need More Information		

Candidates’ Names	Average Rating	Recommendation	Overall Impression	
4.      	1	2	3	4	5		Hire
	Do Not Hire
	Second Interview
	Need More Information		
5.      	1	2	3	4	5		Hire
	Do Not Hire
	Second Interview
	Need More Information		
6.      	1	2	3	4	5		Hire
	Do Not Hire
	Second Interview
	Need More Information		
7.      	1	2	3	4	5		Hire
	Do Not Hire
	Second Interview
	Need More Information		

Candidates’ Names	Average Rating	Recommendation	Overall Impression	
8.      	1	2	3	4	5		Hire
	Do Not Hire
	Second Interview
	Need More Information		
9.      	1	2	3	4	5		Hire
	Do Not Hire
	Second Interview
	Need More Information		
10.      	1	2	3	4	5		Hire
	Do Not Hire
	Second Interview
	Need More Information		

Comments:      

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