Provides administrative and technical support to supervisors or staff members, aiding and relieving the supervisor or staff members in their daily administrative tasks, performing duties that require independent planning, organization, and prioritization of work, or performs work which is directly delegated from a professional level position. Positions require knowledge of organizational objectives. Duties include greeting visitors, scheduling appointments and meetings, answering phones and emails, coordinating office operations, monitoring budget status, purchasing supplies, developing travel itineraries, taking notes during meetings, creating correspondences, compiling various reports and data, and maintaining databases, filing systems, and office records, and establishing office procedures, standards, priorities, and deadlines. Positions in this series frequently interact with clients, the public, staff from other departments, students, and faculty.

This is the entry level of the administrative assistant series. In a supportive role, positions assist and perform a variety of routine administrative duties and tasks related to the organization, communication and coordination of work for a professional supervisor or unit or group of professional level staff members.

Working under close or direct supervision, assignments are routine and focused on specific tasks rather than an overall objective of the supervisor and/or higher-level staff members. Work is performed within established policies and procedures, and is reviewed for accuracy, completion and adherence to instructions. Any deviation of work requires approval.

Supports the technical administrative work of professionals;

Reviews the work of professional staff to ensure that input/output is in conformance with laws, rules, policies, procedures and standards;

Explains and interprets rules, policies, and operating procedures;
Schedule meetings, classes, and appointments;

Coordinates the supervisor's and staff members' work commitments;

Coordinates work of unit with that of other areas; establishes and maintains schedules and priorities; requests for approval for exceptions and special processing;

Provides administrative support to supervisor; coordinates office operations; keeps supervisor’s calendar; makes travel arrangements; screens, prioritizes, and distributes mail; transcribes minutes, screens calls and visitors;

Performs delegated technical yet professional duties in clearly defined areas of professional level work;

Performs portions of professional level assignments, working with professionals requiring knowledge of programs;

Conducts studies and research projects;

Reviews and researches operating procedures and problems; develops solutions and/or recommendations;

May assist in the preparation of budget estimates from historical data and planning information;

Represents supervisor at meetings; speaks on administrative and/or policy matters;

Answers phones, receive and assist visitors, and respond to inquiries, questions and correspondence on departmental procedures and services;

Keeps supervisor informed of significant and important items requiring their review or action; obtains information from staff members, relays assignments, calls attention to deadlines, and obtains progress reports; maintains frequent contacts for supervisor with public and private executives;

Drafts correspondence, statistical memoranda and reports; assembles and summarizes information and data for use by supervisor;

Receives and screens public by telephone and in person; makes appointments; arranges for transportation and accommodations;

Reads and distributes incoming mail; reviews and retains various correspondence for own or supervisor's attention and routes to appropriate employees; proofreads outgoing mail prepared by others for form, content, and agreement with policies;

Sets up and maintains files of correspondence and records;

Prepares agenda for meetings; notifies attendees; attends meetings, takes notes, and prepares minutes;

Performs other duties as required;

May lead lower-level staff.

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

Ability to: effectively lead 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.

New shadow class established. Adopted June 23, 2025, effective July 1, 2025.