SENIOR ADMINISTRATIVE SPECIALIST
Pay Grade: 21
DEFINITION OF WORK
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
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.
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
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
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
Functions as a spokesperson or attend meetings for an
agency's executive as directed.
Participates in preparing budgets and maintains budgetary
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
REQUIRED KNOWLEDGE, ABILITIES, AND SKILLS
*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.
*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
Ability to record, file and transmit
*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
Three years of
experience in general office, clerical and administrative support work.
Education may be substituted for experience as determined relevant by the