Definition

Positions serve as the assistant on administrative matters to the head of a state agency, the head of a major sub-division or major operating location of an agency, or to the chief administrator or head of a major organizational unit such as a school, college, or major academic/administrative department.

Distinguishing Characteristics

Positions perform higher-level administrative duties of a substantive nature that are appropriate to be performed by the supervisor, manager, administrator, or professional level employee but have been delegated to the administrative assistant to perform. Positions in higher education may provide direct confidential secretarial support to a unit head or administrator. For general government positions, secretarial or clerical duties are incidental to the administrative functions performed.

For those positions in a major organizational unit such as a school, college, or major academic/administrative department, the “unit” will typically have more than 75 full-time equivalent professional and/or classified staff; OR service responsibility for more than 4,000 full-time students or staff, OR in the regional universities, college and community colleges, positions serve as the sole administrative support in an organization that has institution-wide responsibilities; OR positions serve as both sole administrative support and the executive secretary reporting to the organizational head. These positions are assigned to major units, with institution-wide responsibility, that have no assistant directors, deans or managers who would share the administrative duties of the position.

Typical Work

Develops budget estimates, monitors, and controls budgets from a variety of sources such as state, grants, contracts, service fees, cost centers, gifts and endowments; assists in establishing annual financial goals or target dates;
Participates in establishing short and long-term fiscal plans and performance goals;

Compiles data and prepares complex grant/budget proposals for new, continuation, and competitive renewals on grants and contracts;

Prepares annual reports and resolves contractual issues;

Coordinates space management including renovation and/or remodeling for administrative, laboratory, and classroom areas; assists in preparation of long-range plans for space utilization and renovation;

Provides secretarial support to a unit head or administrator; formats transcription, records minutes, composes, edits and types letters;

Authorizes equipment repair/renovation;

Participates in strategic and quality planning process;

Coordinates with program managers and budget staff in preparing request packages and budget-related responses to the legislature;

Oversees legislation development;

Conducts or supervises the preparation of studies or project summaries;

Coordinates policy and agency matters within the agency and with other governmental agencies; investigates and coordinates operating methods and procedures with other various staff agencies; develops improved administrative methods;

Coordinates administrative standards and procedures for independent departmental functions such as research, curriculum and instruction;

Establishes procedures and interprets and applies administrative policies to the work of the unit;

Prepares correspondence for supervisor; exercises signature authority on administrative correspondence;

Directs and/or coordinates special projects;

Represents and/or communicates on supervisor’s behalf at meetings, conferences, etc.; speaks for supervisor on administrative policy matters;

May supervise other staff.

Knowledge and Abilities

Knowledge of: government organization and administrative procedures; office methods and procedures; research and data collections; agency policies and procedures.

Ability to: write and speak effectively; establish and maintain cooperative relations with others; coordinate and supervise the work of subordinate personnel.

Legal Requirement(s)

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.

Desirable Qualifications

High school graduation or GED.

AND

Four years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

Class Specification History

New class, consolidates 2046 Administrative Assistant B, 09560 Administrative Assistant 4; adopted May 10, 2007, effective July 1, 2007.