Administrative Assistant 1

The Mathematics & Physics department and the English & Humanities department is seeking an experienced Administrative Assistant to join our team. This position is vital in assisting both departments. Administrative Assistants ensure the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports. These positions are found in virtually all State agencies.

DISTINGUISHING CHARACTERISTICS

Administrative Assistant 1 : Establish office procedures; design filing systems; implement policies and procedures; maintain efficient work flow; resolve day-to-day operational problems; respond to phone calls; sort mail; organize, expedite and follow up on projects; and coordinate information flow by acting as liaison among executives, staff, other employees and the public. Levels in this series are distinguished by an overall evaluation of the following factors: breadth of duties performed; independence of operation; reporting relationship; size and scope of office; and supervisory responsibilities. Full performance level; under the supervision of higher-level staff, performs many support tasks but level of involvement is limited by the tasks being performed or by the size and scope of the program supported. Incumbents usually work for administrators, technical or program staff who generally give some direction in setting priorities and answering questions. The tasks performed are part of a broad responsibility which requires that the Secretary be aware of virtually everything happening in the organizational unit. The typical position requires knowledge of the organizational context of the unit and the agency and the program with which it is associated. Critical distinctions between Administrative Assistant 1 and Office Assistant are the former's responsibility for serving as the principal administrative support position in an office; organizing and coordinating administrative activities; and directing the information flow.

ILLUSTRATIVE DUTIES