4268K1
Pay Grade: 21
DEFINITION OF WORK
Summary
This is work as a personal administrative assistant to a high level executive/administrator or work as an administrative specialist in a program or function with agency wide impact.
Work involves freeing the superior to focus on critical
demands by performing a variety of administrative support functions under
minimal direction or providing administrative assistance in planning,
organizing, and implementing a program, function, or program activities with
agency-wide impact. Duties include screening, prioritizing, composing and
directing responses to verbal contacts and correspondence; serving as liaison to
the public and other officials; completing and/or reviewing personnel records;
referring tasks to the appropriate section or staff; and attending meetings in
the superior’s absence or as a representative of the organization. Work is
performed with latitude for making independent judgment and taking action in
accordance with established policy and procedure. Incumbents may supervise a
small clerical staff or serve as team leader on special projects, but do not
perform clerical or secretarial work.
This is administrative 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. An employee in this
class is responsible for liaison and public relations assignments which include
contact with the public, officials and top-level management. Incumbents may
supervise an administrative support staff or serve as team leader on special
projects. The work requires the operation of personal computers, specialized
data entry equipment and office equipment.
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 B: Average – Where 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. 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 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.
Consequences of Actions and 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 or 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 B: Involves functional leadership responsibility. As a "senior worker", performing essentially the same or similar work as those overseen, responsibility includes training, instructing, scheduling, and reviewing. As a "project leader" may be responsible for a phase(s) of a single work project which includes planning, coordinating and reviewing the work of others. This level may also involve limited administrative responsibility such as participating in the evaluation of work performance. 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 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 Senior Administrative Specialist which involves highly specialized diverse administrative support work with a broad latitude to establish and accomplish the goals of a unit/program.
Differs from the Public Service Administrator I class in which incumbents involves administrative work directing limited activities necessary to implement the objectives of an agency, program or organizational unit. Work involves reviseing and implementing procedures through application of established policy; directing and performing staff support activities in the areas of physical and human resource management; administering fiscal operations; and/or providing daily program administration. of an agency, program or organizational unit.
Differs from Executive Secretary where less independent judgment is exercised and where secretarial and clerical work is performed through the regular use of standard or electronic office equipment, maintenance of records, and preparation of reports and communications.
Differs from the Office Specialist class in which incumbents perform a variety of specialized paraprofessional work of considerable difficulty.
EXAMPLES OF WORK PERFORMED:
Coordinates day-to-day daily activities for a
unit. to relieve the administrator of routine matters; using
independent judgment, Ddetermines which what
information requires immediate attention of the superior executive,
and delegates or refers other matters to various staff and departments. Attends
meetings in the executive's absence.
Aids an executive in a staff capacity by Ccoordinatesing
office services, such as personnel, budget preparation and control,
and records management control. ; entrusted to direct
other department heads, executive; issues and interprets operating policies and
procedures.
Supervises,Rrecruits and trains specialized and clerical administrative support personnel; and assigns, reviews and evaluates their work.; provides coaching and guidance in the use of Kansas Quality Management processes. Administrative support personnel and assigns, reviews and evaluates their work.
Performs office management duties; oversees the maintenance of personnel and fiscal records. Manages grant proposals and submissions. Prepares financial reports, reviews purchases, vouchers and other financial documents.
Responsible for the procurement ordering, receipt of and storage of all of supplies; maintenance of inventory records; including supervision of staff performing these functions.
Interprets statutes, regulations, policies and procedures and communicates the interpretation to the general public and high level officials, such as judges, attorneys and law enforcement personnel.
Reviews and recommends technological and procedural changes to ensure compliance with policy and improve work processes.; creates an environment for continuous improvement of work processes by identifying and removing barriers and encouraging others to utilize tools and processes that ensure quality.
Advises other department heads and executes administrative policies at the direction of the executive.
Represents the agency by planning, coordinating Schedules and/or participatesing in meetings, seminars, workshops, conferences, and in-service training sessions or related activities in the superior's agency executive's absence. or as a representative the organization promotes public relations by attending professional, civic, and service organization meetings.
Completes technical tasks in human resource area(s) such as EEO, new employee orientation, position management, recruitment, and/or benefits.
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. May maintain web pages.
Assists an executive bySservesing as a lead worker on special projects., attending meetings in the executive's stead, and preparing correspondence for executive review and signature.
Coordinates and monitors fiscal information by tracking expenditures, preparing limited financial reports, and reviewing purchases, travel vouchers and other related documents.
Prepares correspondence for executive review and signature.
REQUIRED KNOWLEDGE, ABILITIES AND SKILLS
Knowledge
*Knowledge of principles and practices of administration.
Knowledge of principles and practices of supervision and total quality management processes.
Knowledge of accounting principles.
Knowledge of state and federal laws, rules, and regulations.
*Knowledge of general methods and procedures in such areas as human resources, accounting, and procurement.
*Knowledge of English, spelling, grammar, and arithmetic.
*Knowledge of rules, regulations, policies and procedures.
Knowledge of the operation and minor maintenance of various office and communications systems.
*Knowledge of specialized formats for letters, memos and reports.
Knowledge of budget preparation procedures.
*Knowledge of the principles of office management and supervision.
Abilities
*Ability to exercise independent judgment in evaluating situations and making decisions.
*Ability to plan, organize supervise and review the work of subordinates performing a variety of functions.
Ability to apply and explain rules, regulations, policies and procedures.
*Ability to understand and follow verbal and written instructions; read and comprehend written materials.
*Ability to operate personal computers and software 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 through both oral verbally and in writing.
Ability to plan and project future operating needs in terms of fiscal needs and staff changes.
*Necessary at Entry
MINIMUM REQUIREMENTS:
Independent, complex work experience in administrative support.
NC: 12/94
REV: 12/95
REV: 10/98
REV: 09/99
REV: 02/00
REV: 11/01