State of Washington Classified Job Specification
ADMINISTRATIVE ASSISTANT 1 - WPEA
Definition
Distinguishing Characteristics
These positions normally involve a wide variety of duties. The following services, or similar and closely-related activities, are normally included: project management, funds management, contract administration, management analysis, property management, space management, program and budget planning, public information, personnel administration and staff supervision.
Positions at the "A", "B", and "C" levels are distinguished by the variety of functions performed and the degree of authority and responsibility involved. Factors considered are: size of annual budgets, scope of departmental functions, kinds and volume of services rendered, complexity and diversity of functions, number of personnel for whom services are provided, extent of the manager's supervisory role and degree of and involvement in activity calling for specialized or technical experience and capability, or a particularly high level of performance and the scope of delegated authority and responsibility for making independent decisions that significantly influence the organization's objectives, programs, services and/or contractual commitments.
Positions at the "A" level are primarily responsible for a small organizational entity of a large university of college (e.g., total annual expenditures of the organizational entity: $850,000 - $1,700,000).
Typical Work
• Interpret, counsel and implement institution policies and procedures;
• Assist in formulating general administrative policies of the organization;
• Develop and implement procedures to effect new programs or activities in conformance with institution and program sponsor's policies;
• Prepare cost estimates and projects of future needs and effect proposed actions;
• Prepare and review budget requests and provide advice and information;
• Assist senior officials in the administration of proper personnel practices and procedures;
• Prepare grant or contract proposals in compliance with granting agency policies;
• Review and approve income/expense, statistical and budget status reports; analyze problem areas and make recommendations or take corrective action;
• Review organization's current needs and programs against budget limitations and recommend appropriate action;
• Audit and approve expenditures, requisitions, vouchers, payroll and personnel changes for accuracy and compliance with policies and procedures;
• Provide counsel and coordinate appropriate procedures for academic appointments, re-appointments and promotions in compliance with institution policies;
• Prepare and maintain administrative, business and academic reports and records;
• Prepare space and equipment analysis and implement maintenance of facilities;
• Coordinate and maintain liaison with intra and inter-institutional personnel for services and programs such as new buildings or modifications;
• Supervise group of employees engaged in these tasks;
• Arrange and coordinate administrative aspects of projects involving medical experimentation;
• Provide logistical assistance for patients involved in teaching and research programs;
• Provide staff supportive services to graduate students, interns, trainees, etc.;
Perform related duties as required.
Legal Requirement(s)
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.
Desirable Qualifications
OR
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.