Positions in this job family are assigned responsibilities for providing administrative support to program areas and support functions or serve as an assistant to or provide administrative support to an administrator or an official. This may include responsibility for the administration of an agency program providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials, and performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks. Positions in this job family are assigned responsibilities for providing administrative support to program areas and support functions or serve as an assistant to or provide administrative support to an administrator or an official. This may include responsibility for the administration of an agency program providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials, and performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.

Typical Functions

The functions performed in this job family will vary by level, unit and organization, but may include the following:

• Participates in projects as team member or team leader

• Develops and implements special procedures

• Initiates correspondence requiring knowledge of agency or program procedures and policies

• Develops and maintains confidential or complex files

• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws

• Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties

• Represents agency, supervising official, or program area at meetings, conferences, or civic organizations

• Coordinates activities with internal and external customers

• Establishes educational and/or training programs

• Interviews callers, arranges appointments, and performs other office tasks and duties

• Utilizes advanced technological equipment and data processing equipment to provide requested information to internal and external customers; reviews coded and uncoded source documents; edits documents and reports; examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers complex discrepancies to appropriate staff.

• Trains or mentors other staff.

• Supervises subordinate staff.  This includes supervising an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties. 

• Performs other related duties as assigned consistent with the responsibilities of the position and agency operations.

Level Descriptor

Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others.

This is the specialist level where employees are assigned advanced duties and responsibilities at all levels of complexity in administrative areas such as human resources, accounting, and purchasing.  Employees at this level may provide training or mentor to lower-level staff, serve as team lead or lead worker, or serve as back-up supervisor in the absence of supervisor.  At this level, employees may be considered a subject matter expert on a specific administrative task, or component or function of services delivered to internal and external customers and staff.  

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills, and Abilities required at this level include knowledge of technical writing; of business mathematics; compilation of information and data for agency reports, presentations, and training; the dynamics of effective team building; administrative policies and procedures governing human resources, purchasing, accounting, and other administrative functions.

Ability is required to work independently with minimal guidance, interpret policy and procedures and respond accurately to inquiries at various levels of complexity from internal and external customers according to agency policy, in written or oral form; represent office, program, or agency at internal and external meetings, as assigned; and maintain staff and client confidentiality. Candidates must possess sufficient proficiency in the English language to perform the essential functions of the position.

Education and Experience

Education and Experience requirements at this level consist of a bachelor’s degree plus two year of technical clerical, secretarial, or general office work, or an equivalent combination of education and experience.

Special Requirements

Some positions may require that applicants be willing and able to fulfill all job-related travel.

Some positions may require skill in typing or keyboarding accurately from plain copy at a rate of forty words per minute.

Preference may be given for a degree in a business-related field.

Preference may be given for ability using Microsoft Word, Excel, Outlook, Access, and PowerPoint.