Administrative Assistant
| Job Elements | Performance Standards |
|
Answer telephone |
Answers calls by the third ring. Takes messages or routes calls to correct voice mail. |
|
Greet visitors |
Welcomes visitors and requests they sign in. Gives visitor badge to each visitor. Notifies employee that he/she has a visitor. |
|
Maintain |
Keeps accurate, up-to-date master calendar for all department functions/deadlines. Notifies department employees of significant changes to calendar. |
|
Process incoming mail |
Opens correspondence unless marked “confidential.” Routes all mail to correct department/ employee the same day mail arrives. |
|
File correspondence |
All department correspondence filed within three working days of receipt. |
|
Type correspondence and reports |
All written correspondence completed by time requested and free of grammatical and spelling errors. |
Step Three: Clarify the Rating Scale
Organizations use a variety of rating standards to determine an employee’s level of success. The following sample is a simple system used to rate performance:
| Job Elements | Performance Standards | Exceeds the Standard | Meets the Standard | Does Not Meet the Standard | Comments |
| 1 | |||||
| 2 |
Another system commonly used by organizations uses five rating standards:
| Job Elements | Performance Standards | Consistently Exceeds Standard | Often Exceeds Standard | Meets Standard | Sometimes Meets Standard | Does Not Meet Standard | Comments |
| 1 | |||||||
| 2 |
When determining a rating system, it is important to describe what each of the gradations used in the system means. For example:
Consistently Exceeds Standard:
Employee’s work consistently exceeds the levels of performance set for this standard.
Often Exceeds Standard:
Employee’s work usually exceeds the levels of performance set for this standard.
Meets Standard:
Employee’s work consistently meets the levels of performance set for this standard.
Sometimes Meets Standard:
Employee’s work is consistently below the levels of performance set for this standard.
Does Not Meet Standard:
Employee’s level of performance is unsatisfactory.
Step Four: The Appraisal Process
During the rating period, the supervisor should be continuously gathering information about the employee’s performance. Every attempt should be made to obtain information regarding the employee’s performance at regular intervals throughout the rating period, not just the week before the appraisal interview. Evaluating an employee’s performance continuously throughout the rating period helps ensure that the information gathered is fair, accurate, and representative of the employee’s performance throughout the year.