Administrative Assistant Jobs

In a state agency this class is accountable for independently performing the most complex tasks in providing both office administration and secretarial support for a major program.

Performs the most complex office administrative duties as described in the following areas:

• Takes notes and/or meeting minutes;
• Assists in interviewing and hiring office support staff;
• Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports);
• Troubleshoots by relieving manager of as much administrative detail as possible;
• Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports;
• Trains office support staff;
• Proofreads for content;
• CORRESPONDENCE:
  • Composes complex letters and/or memoranda, etc. (e.g., explaining department practices and/or policies) for own or manager's signature.
• Edits using knowledge of grammar, punctuation and spelling.
• REPORT WRITING:
  • Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports;
  • Analyzes information and may make recommendations.
• Arranges and coordinates meetings (including space and equipment);
• Writes minutes of meetings, lectures, conferences, etc. from rough draft;
• Analyzes information and may make recommendations.
• PROCESSING:
  • Screens letters, memos, reports and other materials to determine action required;
  • May make recommendations to supervisor.
• May supervise office support staff;
• Maintains, updates and reviews references materials and manuals.
• Coordinates budget control and monitoring;
• Makes travel arrangements.
• SECRETARY:
  • Arranges and coordinates meetings (including space and equipment);
  • Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports);
  • Writes minutes of meetings, lectures, conferences, etc. from rough draft;
  • Takes notes and/or meeting minutes;
  • Prepares expense accounts;
  • Makes travel arrangements.
• Develops office and/or department procedural manuals;
• Composes complex letters and/or memoranda, etc. (e.g., explaining department practices and/or policies) for own or manager's signature.
• Acts for manager by interpreting established policies and procedures, etc.;
• Develops input and prepares documentation for office and/or department budget;
• OFFICE MANAGEMENT:
  • Authorizes purchases and payments (within prescribed limits of authority);
  • Develops input and prepares documentation for office and/or department budget;
  • Coordinates budget control and monitoring;
  • Develops office and/or department procedural manuals;
  • Assists in interviewing and hiring office support staff;
  • Trains office support staff;
  • May supervise office support staff;
• Organizes and maintains files (including confidential files);
• Acts for and regularly makes decisions in manager's absence (within prescribed limits of authority).
• Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.;
• May make recommendations to supervisor.
• Authorizes purchases and payments (within prescribed limits of authority);
• Designs office filing systems;
• Screens letters, memos, reports and other materials to determine action required;
• TYPING:
  • Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.;
  • Proofreads for content;
  • Edits using knowledge of grammar, punctuation and spelling.
• FILING:
  • Designs office filing systems;
  • Organizes and maintains files (including confidential files);
  • Maintains, updates and reviews references materials and manuals.
• INTERPERSONAL:
  • Acts for manager by interpreting established policies and procedures, etc.;
  • Troubleshoots by relieving manager of as much administrative detail as possible;
  • Acts for and regularly makes decisions in manager's absence (within prescribed limits of authority).
• Prepares expense accounts;

Performs related duties as required.

• Take notes (shorthand, speedwriting or other method acceptable to manager).
• Considerable
  • interpersonal skills;
  • oral and written communication skills;
• Business communications;
• Ability to
  • operate office equipment which includes computers, tablets, and other electronic equipment;
  • operate office suite software;
  • take notes (shorthand, speedwriting or other method acceptable to manager).
• Operate office equipment which includes computers, tablets, and other electronic equipment;
• Considerable knowledge of
  • office administration and management;
  • department and/or unit policies and procedures;
  • proper grammar, punctuation and spelling;
  • business communications;
• Department and/or unit policies and procedures;
• Office administration and management;
• Oral and written communication skills;
• Operate office suite software;
• Proper grammar, punctuation and spelling;
• Interpersonal skills;
• Knowledge of business math;

Four (4) years of experience above the routine clerk level in office support or secretarial work.

One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.

College training in the secretarial sciences may be substituted for the General Experience on the basis of 15 semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.

• Experience working in a laboratory or office environment managing competing priorities and meeting deadlines.
• Experience working with a workforce time management software
• Experience working with Microsoft Teams to include scheduling meetings, uploading documents and taking notes within the meeting platform.
• Experience using Microsoft Outlook for email correspondence, managing calendars, setting up interviews and meetings, maintaining an executive schedule.
• Experience operating a networked copier machine that allows for printing, scanning, emailing, and saving files electronically.
• Experience working with confidential information such as names, dates of birth, address, personal financial information, medical records or test results;
• Experience tracking and processing invoices for goods and services received
• Experience working with Microsoft Word for composing correspondence letters.
• Experience lifting at least 50 pounds of office supplies in an office setting