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ADMIN SERVICES ASSISTANT 1*

Class Title: ADMIN SERVICES ASSISTANT 1*
Bargaining Unit: Use for all Job Titles
Class Code: 073161
Education and Experience: Graduation from an accredited college or university with a bachelor’s degree.
Substitution of Experience for Education: Qualifying full-time increasingly responsible sub-professional, paraprofessional, or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Other Requirements:

Necessary Special Qualifications: None.
 
Examination Method: Education and Experience,100%, for Preferred Service positions.

Job Overview:

Summary:   Under immediate supervision, is responsible for staff administrative work of routine difficulty in support of line operations; and performs related work as required.
Distinguishing Features: This is the entry level class in the Admin Services Assistant and Training Specialist sub-series. An employee in this class functions in a training capacity in learning to perform general staff work in the area of administrative services and support line operations. Work includes learning to perform a variety of assignments such as: budget development and maintenance; contract negotiations, development and monitoring; personnel administration, employee development and training; research; planning; information compilation and dissemination; procurement and property administration; grant proposal review and monitoring; forms design; and report and correspondence preparation. This class differs from that of Admin Services Assistant 2 and Training Specialist 2 in that incumbents of the latter perform duties at the working level under general supervision. This class differs from that of more specialized classes that perform administrative services related and analytic duties in that incumbents of the latter perform these duties within a specific, limited field and function as analytic specialists rather than generalists.
*An applicant appointed to this flexibly staffed class will be reclassified to the next higher class in the series after successful completion of a mandatory training period; inadequate or marginal performance during the training period will result in automatic demotion or termination.

Work Activities:

Monitoring and Controlling Resources:
  1. Learns to prepare budgets for the agency.
  2. Learns to review operating budgets to determine the agency’s budgetary needs.
  3. Learns to conduct grant administration and monitoring to ensure compliance with grant requirements.
  4. Learns to monitor the agency’s purchase orders to ensure accuracy, completeness, and compliance.
  5. Learns to maintain appropriate records of agency inventory and property.
Interacting with Computers:
  1. Learns to utilize appropriate computer programs to accomplish administrative activities.
Communicating with Persons Outside Organization:
  1. Learns to serve as a liaison between the agency and the general public, persons in other state departments and divisions, officials, and entities outside the organization in order to explain matters of procedure and regulation.
  2. Learns to prepare and edit organizational publications for a variety of audiences.
Documenting/Recording Information:
  1. Learns to prepare documents to meet the agency’s needs.
  2. Learns to review documents in order to ensure accuracy, completeness, and adherence to standards.
Analyzing Data or Information:
  1. Learns to interpret and enforce existing policies and methods.
  2. Learns to analyze pertinent policies and procedures to make recommendations for improvements.
  3. Learns to analyze the organization, economy, efficiency, and quality of the agency’s operations and services to make recommendations for improvements.
Performing Administrative Activities:
  1. Learns to plan programs to meet agency objectives.
  2. Learns to perform human resources administration in one or more of the following areas: employee relations, affirmative action, recruitment, employee development, and training.
  3. Learns to perform a variety of general staff administrative duties to support program operations.
  4. Learns to conduct space planning and facility management to ensure environment, health, and safety standards are met.
  5. Learns to coordinate printing services for the agency.
Getting Information:
  1. Learns to conduct research in one or more of the following areas to obtain relevant information: fiscal, economic, non-technical legal, legislative, and publications.
Communicating with Supervisors, Peers, or Subordinates:
  1. Communicates project status or other relevant information to supervisors on a regular basis.

Competencies (KSA’s):

Competencies:

  1. Business Acumen
  2. Creativity
  3. Dealing with Ambiguity
  4. Time Management
  5. Standing Alone
  6. Action Oriented
  7. Drive for Results
  8. Perseverance
  9. Written Communications
  10. Approachability
  11. Boss Relationships

Knowledge:

  1. Administrative and Clerical Procedures
  2. Computers and Electronics
  3. Mathematics
  4. Providing Customer Service

Skills:

  1. Active Learning and Listening
  2. Coordination of Administrative Activities
  3. Critical Thinking
  4. Judgment and Decision Making
  5. Mathematic
  6. Reading Comprehension
  7. Service Orientation
  8. Speaking
  9. Time Management
  10. Troubleshooting
  11. Writing

Abilities:

  1. Deductive Reasoning
  2. Oral Expression and Comprehension
  3. Problem Sensitivity
  4. Selective Attention
  5. Time Sharing
  6. Written Expression and Comprehension

Tools and Equipment Used:

  1. Personal Computer
  2. Telephone
  3. Microfiche
  4. Microfilm
  5. Fax Machine
  6. Printer
  7. Scanner
  8. Copy Machine
  9. Calculator
  10. Retail Sales Equipment

 

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