ADMINISTRATIVE SPECIALIST

1073K2

Pay Grade: 20

DEFINITION OF WORK

Summary

This is specialized or diverse administrative support work for a department or program with the discretion to design and implement general office operations to accomplish established goals. An employee in this class may supervise a staff that performs various duties.

The work requires the operation of personal computers, specialized data entry equipment, Teletype Devices for the Deaf, communications systems, and other office equipment and has contact with the public, officials and top-level management.

Standard Classification Factors

Supervision Received - LEVEL C: "Under direction…" Employees at this level usually receive a general outline of the work to be performed and are generally free to develop their own sequences and methods within the scope of established policies. New, unusual, or complex work situations are almost always referred to a superior for advice. Work is periodically checked for progress and conformance to established policies and requirements.

Difficulty - LEVEL C: Considerable… Duties which require a high degree of concentration because of the many factors which must be considered and weighed before a decision can be reached. Usually positions that require planning, developing, and coordinating programs and directing fairly large groups of people fall into this category.

Complexity - LEVEL D: Work is of a diversified nature that usually involves multiple unrelated steps. Analytical thought is necessary for dealing with complex data and situations. Work often involves a variety of unrelated processes and may require planning or carrying out a sequence of actions or both. Several alternatives usually exist at this level for approaching problems or situations. Workers at this level exercise a considerable amount of independent judgment. Work is controlled by occasional review and by reporting to or consultation with supervisors or superiors. When guidelines exist at this level, they are usually broadly defined or technical requiring careful analysis and interpretation.

Consequence of Actions or Decisions - LEVEL D: Consequences of actions or decisions at this level are significant as the work may be rarely if ever reviewed, making errors difficult to detect. Errors may cause major program failure or a high degree of confusion. Injuries to others due to errors are serious or incapacitating or both and costs due to errors are substantial.

Contacts - LEVEL B: The purpose of the contact is to plan, coordinate and advise on work efforts, interpret guidelines or instructions, elicit opinions or give guidance on the basis of facts to resolve common issues or problems when the information is not sensitive in nature or the individuals or groups are working toward mutual goals and have basically cooperative attitudes. Well developed communication skills are required.

Physical Demands - LEVEL A: The work is predominantly sedentary and requires minimal or negligible physical exertion. The employee is normally seated; however, the nature of the work allows for periods of standing or walking at will.

Environmental Conditions - LEVEL A: The work environment involves normal everyday hazards or discomforts typical of offices, meeting and training rooms, or libraries. Comfortable levels of temperature, ventilation, lighting and sound are inherent in the work environment. Exposure to deviations from pleasant environmental conditions is only occasional. The likelihood of injury is remote.

Supervision/Leadership - LEVEL C: Typically involves limited supervisory responsibility which entails performing as a "first line supervisor" for a small number of employees. Supervision is not the primary responsibility of the job. Responsibility includes training, instructing, scheduling, and reviewing work and recommending hiring and disciplinary actions to a higher level of authority.

Distinguishing Features

Differs from the Senior Administrative Assistant which involves complex administrative support work in diverse office situations and involves identifying solutions and alternatives within established policies requiring analytical thought.

Differs from the Senior Administrative Specialist which involves highly specialized diverse administrative support work with a broad latitude to establish and accomplish the goals of a unit/program.

Differs from the Administrative Officer which involves work assisting a high level executive/administrator in planning, organizing, and implementing a program or function with agency-wide or statewide impact. Work involves freeing the superior to focus on critical demands by performing a variety of administrative support functions under minimal direction.

EXAMPLES OF WORK PERFORMED

Administers a multi-faceted phase of an agency wide program involving technical administrative support processes.

Interprets, recommends revisions to, and insures compliance with statutes, regulations, policies and procedures.

Provides direct administrative support by preparing or directing the preparation of correspondence, agendas, and materials including administrative and public reports for reproduction and distribution; maintains calendars, schedules and plans events and meetings.

Responds to questions from other offices and the public; schedules and places conference calls, and handles emergency or equipment trouble reports. Investigates user complaints that are not of a routine nature and takes corrective action.

Analyzes new or special work requests to determine most efficient method of completion.

Ordering or purchasing supplies and equipment.

Researches and evaluates special projects involving independently collecting and compiling information from a variety of sources, analyzing results and preparing final recommendations to an administrator.

Distributes daily assignments, coordinates the activities of subordinate workers, determines priorities and ensures meeting of deadlines.

Participates in interviewing, selecting, coordinating and evaluating employees.

Develops training, procedural manuals and training programs.

Enters and manipulates data and information in word processing, spreadsheet, and database applications by creating word processing templates and form letters, macros, functions, tables, queries, and reports. May also implement modifications, run systems tests and enter the most complex sets of data. May maintain web pages.

Prepares personnel transactions and maintains records of personnel actions; enters time and leave into automated system.

Establishes and maintains a record, filing or registration system(s).

Gathers data for and prepares the agency or section budget, grant reports and record special reports and other statistical and financial reports.

Maintains a cost system, allocating cost items to a variety of accounts according to prescribed classifications.

Reviews records for completeness, admissibility or eligibility in accordance with regulations.

Researches routine legal assignments; prepares evidence as requested by attorneys.

Oversees the maintenance of an adequate level of office supplies, equipment, and property, which may also include ordering and purchasing.

Reviews purchase orders, vouchers, bills and related forms to approve merchandise and/or reimbursements or to make payment for goods and services received.

REQUIRED KNOWLEDGE, ABILITIES, AND SKILLS

*Knowledge of English, spelling, grammar, and arithmetic.

Knowledge of the operation of office equipment, personal computers and communications systems.

*Knowledge of rules, regulations, policies and procedures.

*Knowledge of specialized formats for letters, memos and reports.

Knowledge of budget preparation procedures.

Knowledge of the principles of office management and supervision.

Ability to apply and explain rules, regulations, policies and procedures.

Ability to plan, organize, supervise and review the work of subordinates performing a variety of functions.

*Ability to understand and follow verbal and written instructions; read and comprehend written materials.

*Ability to operate personal computers and office equipment.

Ability to use word processing, spreadsheet and database applications, including the ability to create functions, macros, tables, forms, queries and reports.

*Ability to establish and maintain effective working relationships.

*Ability to design and enter information in a variety of formats (such as narrative, manuscripts, business correspondence, statistical tables, etc.)

*Ability to proofread and edit for grammar, spelling, syntax and style; compute, verify and compare figures; detect discrepancies in information or records.

*Ability to calculate solutions to arithmetic problems involving addition, subtraction, multiplication, division and percentages.

*Ability to record, file and transmit information.

*Ability to communicate effectively both verbally and in writing.

*Ability to extract, analyze and transmit complex technical information from a variety of sources.

*Necessary at Entry

MINIMUM REQUIREMENTS

Two years of experience in general office, clerical and administrative support work. Education may be substituted for experience as determined relevant by the agency.

NC: 11/01
REV: 08/05
REV: 06/08
REV: 06/10