Classification Specifications for Administrative Assistant

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the Administrative Assistant class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.

• Knowledge of operations, services, programs and external constituents.
• Knowledge of program policies, procedures, and requirements.
• Knowledge of state and federal laws and regulations related to the area of assignment.
• Knowledge of administrative support practices and procedures.
• Knowledge of grammar, punctuation, spelling and composition.
• Knowledge of the methods and techniques in composing written communications such as responses to inquiries and narrative reports.
• Skill in applying basic and advanced tools used in word processing applications.
• Skill in applying the tools used in creating and modifying spreadsheet and database applications.
• Skill in coordinating program operations.
• Ability to oversee the work of lower level clerical employees.
• Ability to establish and maintain effective working relationships.
• Ability to understand, explain, and apply rules, regulations, policies and procedures.
• Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities.
• Ability to communicate effectively with staff, employees and public.

Context of the Job:

Entry administrative/clerical level. Although the job functions may be similar in both the Administrative Assistant I and Administrative Assistant II, an incumbent would not move to the Administrative Assistant II until he/she has demonstrated solid job content knowledge and the ability to perform the full range of duties required of the Administrative Assistant II.

• Greets and directs visitors; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor’s responsibilities, etc. (e.g. appropriate referrals/triage, general purpose of the unit)
• Reviews, routes and prioritizes mail.
• Arranges and coordinates meetings (including space and equipment).
• Maintains inventory of supplies and equipment; orders supplies when necessary; completes, processes and maintains paperwork for purchasing (e.g. orders, requisitions, invoices); maintains time and attendance; prepares expense account activity.
• Utilizes basic word processing, spreadsheet and database computer applications.
• Word processing documents produced typically require formatting, typing a full range of correspondence, reports, bills, drafts, etc from rough draft, transcription or dictated notes, etc; proofreads for content; edits using knowledge of grammar, punctuation and spelling. Spreadsheets produced typically require recording/arranging data. Database applications typically requires entering data into already created databases.
• Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews reference materials and manuals.
• Compiles information from standard sources and prepares data reports (e.g. number of forms processed during the month)
• Principal contacts are for the purpose of obtaining or verifying information in the processing of unit program data, to provide technical assistance concerning system processed information and resolving problems relating to procedures and deadlines.
• Resolves routine questions and problems, and refers more complex issues to higher levels.
• Duties and tasks range from standardized and work is accomplished based on established rules and guidelines.
• Works under direct to direct supervision and follows standard procedures to accomplish assigned tasks. Works under closer supervision when performing more advanced tasks.
• Applies basic skills appropriate for the position or specialization.
• High school diploma or GED and one to two years of experience.

Job Requirements:

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

• Experience in office operations which includes operating office machines, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages; file maintenance; maintaining and updating supplies.
• Experience in data collection which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others.
• Experience in using standard computer software programs for word processing, spreadsheets or databases.
• Knowledge of creating reports which includes combining and presenting data from multiple sources in an organized format.

Context of the Job:

In addition to the functions described in Administrative Assistant I, incumbents in this classification must have a thorough knowledge of and responsibility for a total office operation. Understanding of organizational policies and procedures must be demonstrated by regular relating of information regarding department/University policies and procedures via telephone, in person and/or correspondence. This classification is not intended for use as an assistant to another administrative assistant.

• Utilizes word processing, spreadsheet and database computer applications.
• Word processing documents produced typically require formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications. Spreadsheets produced typically require recording/arranging data and creating charts/graphs. Database applications typically requires creating and maintaining the database as the sole support and includes activities such as design, create and edit file structures; sort/filter tables; and create/modify queries.
• Principal contacts are for the purpose of obtaining or verifying information in the processing of unit program data, to provide technical assistance concerning system processed information and resolving problems relating to procedures and deadlines.
• Composes complex letters and/or memoranda, etc (e.g. explaining department practices/policies) for own or supervisor’s signature.
• Works under moderate supervision and clearly defined procedures.
• Applies basic to intermediate skills appropriate for the position or specialization.
• High school diploma or GED and two to three years of experience.

Job Requirements:

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

• Experience in office operations which includes operating office machines, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages; file maintenance; maintaining and updating supplies.
• Experience in data collection which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others.
• Experience in using standard computer software programs for word processing, spreadsheets or databases.
• Knowledge of creating reports which includes combining and presenting data from multiple sources in an organized format.

Context of the Job:

This is the third level Administrative Assistant tasks include organizing and coordinating administrative activities in support of a variety of operational areas. Positions assigned to this level report to an administrator typically responsible for a program area involving several functional areas or a University-wide program operating from a central office for which the incumbent performs support services of a diverse and complex nature.

• Word processing documents produced typically require composing correspondence in addition to the work performed at the second level, i.e., formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications. Spreadsheets produced typically require developing formulas for calculations, analyzing data to make projections, creating a spreadsheet database, query database and developing/printing reports, create and use macros in addition to the work performed at the second level, i.e., recording/arranging data, creating charts/graphs. Database applications typically require creating and maintaining the database as the sole support and includes activities such as performing calculations and embedding objects in addition to the work performed at the second level, i.e., design, create and edit file structures; sort/filter tables; and create/modify queries. Presentations typically require developing layout, outline, slide presentation and handouts to create original presentations.
• Obtains administrative and financial information for which an administrator may base his/her decisions for making recommendations.
• Keeps superior apprised of issues and accomplishments, follows up and tracks work flow and resolves problems relating to procedures and deadlines.
• Principal contacts are for the purpose of coordinating administrative details with internal and external constituents related to programs/functions.
• Works under limited supervision.
• Applies intermediate to advanced skills appropriate for the position or specialization.
• May assist in training, assigning and checking the work of lower level staff and may be designated as “lead” worker in small to medium unit.
• High school diploma or GED, Associate’s degree preferred, and three to five years of experience.

In addition to the above knowledge, skills and abilities, the Administrative Assistant III requires:

• Knowledge of principles and practices of general administration.
• Skill in coordinating diverse activities to ensure completion of projects and work assignments.

Context of the Job:

This is the fourth level of administrative assistant providing administrative support in a variety of operational areas to a Division Director, Deputy Director or head of a large operating unit or an administrative official typically at the upper management level.  A significant aspect of the work is representing the unit on behalf of the superior in providing guidance and consultations to all levels of management on policy questions, financial and administrative matters.

• Word processing documents produced typically require composing correspondence, formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications. Spreadsheets produced typically require developing formulas for calculations, analyzing data to make projections, creating a spreadsheet database, query database and developing/printing reports, create and use macros, recording/arranging data, creating charts/graphs.  Database applications typically require creating and maintaining the database as the sole support and includes activities such as performing calculations and embedding objects, design, create and edit file structures; sort/filter tables; and create/modify queries. Presentations typically require developing layout, outline, slide presentation and handouts to create original presentations.
• Conducts limited research and analyses of unit services or other situations requiring unit action to determine, implement or authorize an appropriate course of action. Briefs management on potential areas of difficulties.
• Coordinates operations and/or components of functional programs with Federal, local and state agencies to accomplish identified goals and objectives and assist in the administration and management of staff functions.
• Principal contacts are with department directors, division administrators, department management, and executives outside the department and elected officials to confer and advise on the resolution of problems. Frequently handles highly sensitive, confidential, and/or political issues on behalf of the superior in situations critical to overall unit operations. 
• Works under limited supervision.
• Applies advanced skills appropriate for the position or specialization.
• May assist in training, assigning and checking the work of lower level staff and may be designated as “lead” worker in medium to large unit.
• High school diploma or GED, Associate’s degree preferred, and five years of experience.

In addition to the above knowledge, skills and abilities, the Administrative Assistant IV requires:

• Knowledge of department/division policies, priorities and objectives, operations and functions of all program areas.
• Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.
• Skill in drawing conclusions and developing solutions to operational or service problems.