See Administrative Assistant 1.

Positions perform routine comprehensive administrative assistant support. Positions within an assigned division, unit, section, or program independently plan, organize, prioritize tasks, monitor budget status, implement corrections, and studies, manage databases and office records, establish office procedures and priorities, and handle the coordination of office operations. Positions interact with agency and/or institution clients, the public, staff from various departments, students, and faculty, with assignments and projects of a complex nature. Positions require a solid understanding of regulations, policies, and procedures to handle these tasks independently, occasionally seeking guidance for new, complex or unusual situations. Work will be periodically reviewed for compliance with established policies and procedures. In the absence of a supervisor, positions have the authority to provide administrative and staff support services within their assigned area.

Positions at this level are distinguished from the Administrative Assistant 1 level by the delegation of authority to provide administrative and staff support services in the absence of a supervisor. Positions are distinguished from the Administrative Assistant 3 level in that assignments are typically routine in nature and require a solid understanding of regulations, policies and procedures to handle tasks independently, occasionally seeking guidance for new or unusual situations. Decision making is limited to the completion of work tasks and complex duties are performed within established guidelines.

Review work of professional staff to ensure compliance with rules, laws, policies and standards, especially when a deep understanding of the subject matter is required;.

Explains and interprets complex rules, policies and operating procedures;

Performs significant portions of professional level assignments, collaborates with professionals, and demonstrates knowledge of programs;

Reviews and researches operating procedures and problems, develops solutions and recommendations;

Coordinates work within the unit with that of other areas; establishes and maintains schedules and priorities, and authorizes exceptions and special processing;

Drafts and formats various correspondence including composing letters, meeting notices, agendas, reports, studies, manuscripts, applications, financials statements, schedules, test materials, evaluations and other documents;

Proofreads and makes necessary corrections to documents;

Responds to inquiries, answers phone, receives and refers visitors; establishes office standards, priorities, and deadlines;

Creates, revises, and maintains electronic or manual files;

Tracks budgets and fiscal records, processes requisitions, invoices, employee actions, payroll actions, and assists in budget development;

Provides information related to the department's operation, planning, and organizing;

Makes travel arrangements for supervisors and staff, including maintaining travel itineraries and compiling travel expense reports;

Orders supplies and equipment, arranges for facility and equipment maintenance and repair contracts and services;

Maintains records of incoming and outgoing correspondence and documents, as well as monitors work in progress;

Reviews publications for relevant articles or reports and maintains files of such information;

Performs word processing tasks, which may require the use of spreadsheet and database software, basic statistical packages, other off-the-shelf software programs, and/or graphics software to display information effectively;

Assists with revisions to technical manuscripts, examinations, and correspondence, which may include equations, formulas, structural representations, statistical tables, graphs, schematics, and specialized terminology;

May lead or supervise lower-level staff;

Performs other work as required.

Knowledge of: basic administrative procedures; office practices; correspondence preparation; State and departmental policies; management procedures and practices.

Ability to: effectively direct work of others; plan and conduct the operation of an office; prepare coherent and meaningful reports; write clearly and effectively; work with others in developing programs and plans.

There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position.

Persons legally authorized to work in the U.S. under federal law, including Deferred Action for Childhood Arrivals recipients, are eligible for employment unless prohibited by other state or federal law.

High school diploma or equivalent


Two years of clerical, office or administrative experience;


One year of experience as an Administrative Assistant 1.

Equivalent education/experience.

New class: 3-17-75
Revised minimum qualifications: 8-18-75
New class code: (formerly 09530) effective July 1, 2007.
Revised legal requirements; effective June 6, 2024, due to adopted legislative action.
Job specification revisions include addition of class series concept; revised definition, distinguishing characteristics, revised typical work and desired qualifications; base range increase from 37 to 41. Adopted June 23, 2025, effective July 1, 2025.