SENIOR ADMINISTRATIVE SPECIALIST

1074K2

Pay Grade: 21

DEFINITION OF WORK

Summary

This is highly specialized diverse administrative support work with broad latitude to establish and accomplish the goals of a unit/program. An employee in this class is responsible for liaison and public relations assignments which includes 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 C: The purpose of the contact is to influence, motivate, conduct interviews, make formal presentations or counsel to achieve common understanding or solutions to problems when the information is sensitive in nature or the individuals or groups are skeptical or uncooperative. Communication techniques and well developed communication skills become an important requirement at this level.

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 Administrative Specialist which involves 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 and has contact with the public, officials and top-level management.

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

Provides direct administrative support by preparing correspondence, agendas and materials including administrative and public reports for reproduction and distribution.

Performs a variety of office administrative tasks independently in relieving an administrative superior of important details.

Performs liaison and public relations assignments dealing with other agencies and the public.

Maintains administrative superior's calendar, schedules and plans events and meetings.

Takes minutes at meetings.

Interprets rules, regulations and procedures.

Functions as a spokesperson or attend meetings for an agency's executive as directed.

Participates in preparing budgets and maintains budgetary account.

Directs and reviews the work of an administrative support staff.

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

Screens callers and visitors to determine their level of priority.

Enters and manipulates data and information in word processing, spreadsheet, and database applications by creating word processing templates and form letters, macros and functions, or tables.

REQUIRED KNOWLEDGE, ABILITIES, AND SKILLS

Knowledge

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

*Knowledge of rules, regulations, policies and procedures.

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

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

Knowledge of budget preparation procedures.

Knowledge of office management and supervision.

Abilities

*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 various office equipment.

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

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

*Necessary at Entry

MINIMUM REQUIREMENTS:

Three 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