Estimated Length: 24 months M-F 8:00-4:30- 40 hrs/week split between two locations.
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
Administrative Assistants 1 and 2 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 paper and electronic 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
Answers telephone and gives information to callers, takes messages, and transfers
calls to appropriate individuals.
• Greets visitors or callers and handles their inquiries; or directs them to the appropriate
• Opens, reads, routes, and distributes incoming mail or other materials and answers
• Tracks and coordinates assignments.
• Sets up and manages paper and electronic filing systems.
• Uses various information technology applications such as email, database,
spreadsheets and word processing applications.
• Operates office equipment such as printers, scanners, and copiers; and arranges for
repairs when equipment malfunctions.
• Creates, maintains, and enters information into spreadsheets and databases.
• Maintains scheduling and event calendars. Schedules and confirms appointments for
clients, customers, or supervisors.
• Coordinates conferences, meetings, or special events, such as luncheons or
graduation ceremonies. Makes travel arrangements for staff. Creates and/or submits
travel expense reports for staff.
• Completes forms in accordance with agency procedures.
• Makes copies of various documents, places them in proper files, and distributes them
to appropriate staff.
• Locates and attaches appropriate files to incoming correspondence requiring replies.
• Composes, types, and distributes meeting notes, correspondence, and reports.
• Provides services to customers, such as order placement or account information.
• Reviews work done by others to check for correct spelling and proper grammar,
ensures that office format policies are followed, and recommends revisions.
• Searches for information using various sources including the internet.
• Manages projects or contributes to committee or team work.
• Mails various items including letters, reports, and promotional materials; and prepares
packages and arranges for them to be shipped.
• Orders and distributes supplies.
• Creates conference or event materials such as flyers or invitations.
• Establishes work procedures or schedules and keeps track of the daily work of
• May supervise other clerical staff and provide training and orientation to new staff.
• May take meeting minutes, and/or prepare material from dictation.