ADMINISTRATIVE ASSISTANT

General Responsibilities:

This is responsible paraprofessional staff support work relative to the development and implementation of divisional and/or departmental administrative programs and functions. Work is characterized by responsibility for a wide variety of administrative services (such as the development and implementation of budgetary documentation and fiscal controls, personnel, purchasing, payroll, and the supervision of office clerical activities); and/or direct responsibility for a comprehensive administrative program requiring the development and integration of diverse and complex operational data inherent to unit operations. This work is performed with a high degree of independence and discretion. Under the general supervision of a department or division head, work is normally assigned in terms of program objectives and directives; and employees are responsible for establishing the necessary administrative procedures, methods, and controls. Employees may supervise subordinate administrative and clerical staff.

Examples of Duties and Responsibilities:

Develop and implement major divisional and/or departmental administrative programs and functions. Develop budgetary information (narrative, financial, and statistical reports and controls). Set up and maintain budgetary account status records. Recommend fund transfers, represent the department/division head in routine budgetary matters in relationship with the Comptroller’s Office.

Coordinate personnel transactions. Process necessary personnel forms and documents. Maintain an awareness of personnel policies and procedures and provide guidance to managers as required. Perform or oversee departmental/divisional payroll activities. Provide liaison with the Payroll Unit in resolving problems. Coordinate purchasing activities; assist in the preparation of specifications. Process or oversee the processing of purchasing documentation.

QUALIFICATIONS

Knowledges, Skills and Abilities:

Working knowledge of business administration principles and procedures. Working knowledge of budgetary methods, forms and controls. Knowledge of office practices and procedures. Ability to collect, analyze, and summarize data. Ability to develop and implement operating procedures. Ability to prepare reports summarizing a variety of information. Ability to develop and maintain effective recordkeeping systems. Ability to supervise assigned clerical and administrative personnel and their activities. Ability to independently implement a comprehensive administrative program or function. Ability to assist in the resolution of operational problems. Ability to exercise judgment and discretion, ability to establish and maintain effective working relationships. Ability to communicate effectively both orally and in writing. Ability to maintain adequate attendance.

Training and Experience:

Two years of varied administrative and/or office management experience (e.g., budgeting, personnel, purchasing). Such experience would normally be supplemented by college level coursework in public administration, business administration, or a related field. Other combinations of training and/or experience which can be demonstrated to result in the possession of the knowledges, skills, and abilities necessary to perform the duties of this position will also be considered.

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