ADMINISTRATIVE ASSISTANT

1071K2

Pay Grade: 17

DEFINITION OF WORK

Summary

This is structured administrative support work. Work requires the operation of personal computers, Teletype Devices for the Deaf, communications systems and other office equipment; may require communication with the public.

Standard Classification Factors

Supervision Received - LEVEL B: "Under general supervision…" Employees working under general supervision usually receive some instructions with respect to the details of most assignments but are free to develop their own work sequences within established procedures, methods and policies. They are often physically removed from their supervisor and subject to only periodic checks.

Difficulty - LEVEL B: Average… Where the employee is confronted with a variety of duties susceptible to different methods of solution which, in turn, places a correspondingly higher demand upon resourcefulness and concentration. Positions which require the analysis and evaluation of raw data and the rendering of conclusions would, in many instances, fall into this category.

Complexity - LEVEL B: Work is of a structured nature including duties that have several related steps. This level involves simple analysis of data, identification of easily distinguishable facts and recognition of differences in related situations. Workers at this level exercise limited independent judgment in determining methods or procedures to be used in making minor decisions. Work is normally controlled by frequent review and consultation with supervisors. When guidelines exist at this level, they are usually specific and aid in determining an approach to problems or situations. Workers at this level must be able to identify basic differences in situations to determine the actions which need to be taken.

Consequence of Actions or Decisions - LEVEL B: Consequences of actions or decisions at this level are minor as the work is normally reviewed regularly and errors are usually detected in following operations. Errors may be disruptive to co-workers or may cause minor inefficiency. Costs due to errors are minimal.

Contacts - LEVEL A: The purpose of the contact is to obtain, clarify, give or screen established factual information, regardless of the type (i.e., easily understood or technical) within a well-defined relationship. Normal communication skills are required.

Physical Demands - LEVEL B: The work requires light physical exertion. The employee may be required to perform handling activities with lightweight or easily moved items (e.g. books, file folders, boxes of office supplies, small machine parts, etc.); perform moving activities for brief periods; operate light equipment; perform repetitive motions for brief periods; confined to a work area.

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 A: No supervisory or leadership responsibility; may explain work instructions or assist in training others.

Distinguishing Features

Differs from the Senior Administrative Assistant which involves complex administrative support work. An employee in this class is responsible for identifying solutions and alternatives within established policies requiring analytical thought.

EXAMPLES OF WORK PERFORMED

Screens callers and visitors; provides information or makes referrals, assists visitors in completing forms and applications; provides information on services and functions; schedules and places conference calls; handles emergency or trouble reports for communication systems.

Maintains calendars, schedules, and makes travel arrangements.

Answers routine inquiries requiring minor interpretations of policies, procedures, rules and regulations.

Obtains information from incoming patients or other responsible individuals; informs patients of hospital regulations, policies and procedures; explains rates, charges, services, discounts and billing; notifies particular hospital division to expect patient and arranges for escort of patient.

Collects, sorts, opens, and distributes mail. Operates electronic mailing systems to process building and interoffice mail, and all classes of federal mail.

Maintains a record, filing, or registration system(s).

Processes invoices, vouchers, payrolls, personnel transactions and other records; receives, records, tabulates, reconciles and reports cash receipts; distributes receipts to proper funds following established routines; prepares checks and cash for deposit.

Maintains billing and posts charges and credits to accounts, prepares reports.

Enters and manipulates data and information by creating simple word processing templates, form letters, database tables, and spreadsheets. May maintain web pages.

Operates office equipment and personal computers.

Enters data in a high production environment.

Prepares and enters data or information from source documents, rough draft, copy or general instructions into routine and technical materials including forms, statistical reports and correspondence.

Proofreads for proper coding, classification, mathematical accuracy and compliance with procedures.

Takes minutes at meetings.

Trains, guides and assists in the use of equipment or in completion of assignments.

Maintains an adequate level of office supplies.

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 standard formats for letters, memos and reports.

*Knowledge of record keeping, and reporting methods.

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

*Ability to understand and follow verbal and written instructions.

*Ability to use basic word processing, spreadsheet and database applications.

*Ability to establish and maintain effective working relationships.

*Ability to enter information in a variety of formats (such as narrative, manuscript, business and statistical, 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 use basic math to add, subtract, multiply and divide.

Ability to record, file and transmit information.

*Ability to communicate effectively both verbally and in writing.

*Ability to extract data and formulate reasonable conclusions from a variety of sources.

*Necessary at Entry

MINIMUM REQUIREMENTS:

Six months of experience in general office, clerical or 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: 06/09
REV: 06/10