See Administrative Assistant 1.

Working under general supervision, positions independently perform professional level administrative assistant assignments in one of the following areas: 1) higher-level administrative and technical support related duties that are substantive in nature; 2) major division, unit, section or program activities in support of and as a direct report to a first level supervisor or manager.

This is the fully qualified professional Administrative Assistant. Positions complete a full range of assignments and work is reviewed for effectiveness in producing expected results. Positions are characterized by assignments in one of the following areas:

1) Substantive duties: Duties that have been determined as appropriate for supervisors, managers and/or professionals. Substantive delegated duties include budgeting, expenditure control, office management, equipment purchases, personnel administration, records, and report preparation.

Substantive duties appropriate for supervisors, managers, or professionals, may be delegated to positions within this level of the series. This includes only one position in this job classification will be allocated to an individual supervisor for those positions performing one or more major program activities.

2) Major program activity; Defined as a function that is a major element of the supervisor’s job. The duty must stand alone and would create significant adverse consequences if poorly performed. However, full delegation can’t occur if the supervisor’s position requires specialized licensure such as attorneys, medical professionals, and engineers. Only one position performing one or more major program activity(ies) will be allocated to an individual supervisor or manager.

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

Evaluates costs and/or approves purchases for expenditures such as equipment, supplies, and furniture; develops cost estimates for equipment needs, space renovations, and projects;

Participates in budget preparation; develops budget estimates; monitors expenditures;

Assists in devising unit standards/procedures to ensure adherence to policies regarding tasks such as budgeting, purchasing, and contract administration;

Coordinates, organizes, and/or directs the operation of a program or major program activity;

Represents management and serves as the primary contact in assigned program areas;

Reorganizes and/or assigns office space; modifies workflow process to achieve efficient use of space, equipment, and personnel;

Prepares reports, budget, contract, or grant proposals;

Coordinates personnel matters such as recruitment, selection, appointment, and promotion;

Develops employee training programs/courses, visual aids, or other materials, schedules and conducts presentations and/or training;

Issues news releases; represents supervisor at meetings;

Conducts and/or responds to surveys and studies; composes narrative portions of documents such as brochures and policy statements;

Coordinates with other departmental staff members on administrative practices and procedures;

Serves as a liaison between supervisor and other staff members, relaying assignments and requesting status information;

Performs complex word processing tasks, such as merging and sorting, integrating text with graphics, spreadsheet, and database work, uploading/downloading, creating footnotes, and generating outlines;

May supervise or lead lower-level staff.

Knowledge of: administrative procedures; office practices and procedures; business management practices, research and communication; correspondence preparation; principles of leading others; State and departmental policies; management procedures and practices.

Ability to: work independently; interpret policies and procedures; collaborate; prepare reports; work effectively with others; develop programs and plans; communicate effectively, both in writing and speech.

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.


Three years of clerical, office or administrative experience.


An Associate’s degree in business administration, public administration, or a closely related field may substitute for experience .


One year of experience as an Administrative Assistant 2 or two years as an Administrative Assistant 1.

Equivalent education/experience.

New class. Consolidates 2045 Administrative Assistant A, 01023 Secretary Administrative, 09540 Administrative Assistant 3; adopted May 10, 2007, effective July 1, 2007.Salary adjustment adopted June 13, 2019, effective July 1, 2019.
Shadow class adopted 6/22/2023, effective July 1, 2023.
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, knowledge and abilities and desired qualifications. Adopted June 23, 2025, effective July 1, 2025.