Job Title: Administrative Assistant I

Administrative Assistant II

SUMMARY

Under general supervision, to provide responsible, varied, secretarial and office administrative assistance to a divisional operation.

DISTINGUISHING CHARACTERISTICS:

Administrative Assistant I - This is the entry level class in the Administrative Assistant series. This class is distinguished from the journey level by the performance of the more routine tasks and duties assigned to positions within this series. Employees at this level are not expected to perform with the same independence of direction and judgment on matters allocated to the journey level. Since this class is typically used as a training class, employees may have only limited or no directly related work experience. Employees work under immediate supervision while learning job tasks.

Administrative Assistant II - This is the full journey level class within the Administrative Assistant series. This class is distinguished from the Administrative Assistant I by the assignment of the full range of duties. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies within the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the entry level.

Some positions in this class may be designated “confidential” in nature based on routinely handling confidential documents and issues. Positions designated as confidential are included in the confidential bargaining unit, and are excluded from the bargaining unit which includes positions allocated to the regular class.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Set up and maintain financial, statistical, and operational records, including reviewing departmental payroll submittals and various time sheets.
Administer and maintain complex procedures, including issuing permits, submitting required information/forms for inter-governmental reimbursements and/or grant monies; and as related to assigned program areas.
Prepare, distribute, and post agendas and minutes for a variety of meetings; provide additional administrative support which may include the transcription of recorded or written information.
Create, edit and update departmental information on internet and intranet.
Carry out routine required procedures related to departmental hiring.
Prepare required statistical reports for various departmental programs.
Provide information relating to responsibilities assigned in person or by telephone.
Refer more complex requests, technical inquiries or serious complaints to appropriate staff members.
Maintain inventory and office supplies; prepare purchase orders.
Research and compile information as requested.
Provide technical and functional supervision as appropriate to clerical personnel; recommend organizational procedural changes affecting clerical activities.
Screen calls, visitors, and mail and take action appropriate to request/situation.
Independently respond to letters and general correspondence of a routine nature.
Make travel arrangements, maintain appointment schedules and calendars, arrange meetings and conferences, and schedule facilities reservations as necessary.