Administrative Assistant I

JOB An employee in this class assists a department or management official in carrying out a program's administrative activities by performing a variety of administrative and technical duties. Employee performs public contact and/or administrative office duties to relieve the department head and/or other management personnel of operational details. Work involves receiving and transcribing confidential correspondence, screening and independently handling a variety of inquiries by telephone and in person, and maintaining a variety of records and files. Employee is responsible for interpreting and explaining program policies and procedures. Work is characterized by its variety, complexity and confidential nature, requiring considerable organizational and analytical ability. Employee must exercise independent judgement, discretion, and initiative in completing assignments and handling difficult public contact situations requiring considerable tact and knowledge of applicable policies, procedures and programs. Work is performed under general supervision and is reviewed through conferences, audits, reports and records.

EXAMPLE OF DUTIES

Recommends, administers, and monitors organizational unit budgets for county and/or state funds by preparing periodic balances and other statistical reports. Maintains departmental personnel, financial, fixed asset and/or activity records.

Interprets policies, procedures, laws and regulations as related to the department.

Performs a variety of tasks to assist management in the operational administrative functions of the department.

Composes, edits or coordinates the preparation of reports or other printed materials.

Types material from typed, handwritten copy or dictation to prepare correspondence, budgets, statistical and narrative reports, schedules, etc.

Utilitizes data entry equipment and various database programs to enter, store and/or retrieve information as requested or otherwise necessary; summarizes information for standard reports, selecting data from varied sources.

Answers questions concerning policies, procedures or deadlines and explains the use of records or information.

Acts as a point of contact for the department served and provides information or refers inquiries to proper personnel.

Secures statistical information and prepares detailed financial reports.

SUPPLEMENTAL INFORMATION

Graduation from business school and considerable administrative or secretarial experience; an equivalent combination of education and experience.