Administrative Assistant

This is staff work in coordinating office services such as budgetary requests, records control, manuals, policies, procurement and simplification of reporting procedures.

An employee in this class is responsible for facilitating management by attending to a variety of administrative details, which is necessary to ensure a smooth work flow. Work requires the use of considerable initiative and judgment. Direction is received from a higher level officer who reviews work through conferences, written reports, and results achieved.Supervises the work of subordinate personnel; assigns and reviews work for accuracy and completeness.

Serves as an integral member of the office management team to provide substantive technical administrative advice in decisions affecting activities supporting program efforts.

Identifies, analyzes and develops administrative policies and procedures for effective administrative operation.

Prepares work plans and schedules, and interprets regulations and policies.

Studies departmental operational methods and makes recommendations to section head/supervisor, in order to improve work-flow, simplify reporting procedures or implement cost reduction.
Conducts studies and collects information or administrative problems; analyzes findings; makes reports of practical solutions.

Collects, analyzes, and compares data and trends; prepares reports including observations, conclusions, and recommendations.

Reviews and answers corresponds.

Coordinates collection and preparation of operating reports such as time and attendance records, budgetary expenditures, and other statistical data.

Compiles data for and prepares periodic and special reports.

Performs other related duties

Graduation from a four-year college of university with major course work in political science, public or business administration, or a related field, plus four (4) years managerial work experience dealing with personnel, procurement, and budgetary matters.

                                                                                                              OR

Considerable experience in public or business administration, personnel, budgeting, or procurement, (at least eight (8) years) which includes at least one (1) year work experience as an Administrative Officer III or a related capacity.

FACTOR 1- KNOWLEDGE REQUIRED BY THE POSITION

Knowledge of the principles and practices of public administration/business administration.

Knowledge of modern office procedures, practices, and equipment.

Knowledge of research techniques and report writing.

Knowledge of the principles of supervision, and the ability to supervise the work of others.

Knowledge of the principles of accounting, personnel, and business administration, purchasing, and budget preparation.

Ability to exercise resourcefulness in meeting new problems.

Ability to prepare accurate, clear, complete, and concise reports.

Ability to analyze, interpret, and report research findings.

Ability to initiate and install administrative procedures and evaluate their effectiveness.

Ability to interpret properly and to make decisions in accordance with laws, regulations, and policies.

FACTOR 2- SUPERVISORY CONTROLS
Employee works under the supervision of a higher-level officer who assigns duties, describes scope of goals and objectives, and furnishes guidance only on critical issues. Work is reviewed through conferences, reports, and achievements of objectives.

FACTOR 3- GUIDELINES 
Guidelines consist of departmental rules, regulations, procedures, and policies. Employee interprets and adapts guides for particular situations and uses initiative and resourcefulness gained from experiences to apply and arrive at appropriate decisions.

FACTOR 4- COMPLEXITY

Work involves responsibility for managing administrative functions including budgetary requests, record control and other general services. Decisions involve consideration of which approaches, techniques, and methods to employee and to what extent they need to be adapted or modified to meet the needs of the task.

FACTOR 5- SCOPE AND EFFECT
The purpose of the work is to facilitate management by attending to a variety of administrative details, necessary to ensure a smooth workflow. These administrative functions have a significant impact on achieving the goals and objectives of the agency.

FACTOR 6- PERSONAL CONTACTS

Contacts are made with co-workers, employees from other government agencies, and managerial personnel.

FACTOR 7- PURPOSE OF CONTACTS

To advise and provide assistance relevant to improvement in administrative matters, resolution of problems and other changes.

FACTOR 8- PHYSICAL DEMANDS

Work is sedentary in nature, requiring no unusual physical demands.

FACTOR 9- WORK ENVIRONMENT

Work is performed in an office setting.