Estimated Length: 24 months Monday - Friday 8am - 430pm
Brief Description of Class Series
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 dayto-
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 responsibilities.
Administrative Assistant 1: 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.
Administrative Assistant 2: advanced performance level; classified in large and
active programs; usually works for a manager who has a wide range of responsibilities.
Incumbents work under broad guidelines, select the best course of action from a
number of alternatives, and set their own priorities based on a review of the work to be
performed and their knowledge of the program and office procedures.
- 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 persons.
- Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.
- 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 clerical staff.
- May supervise other clerical staff and provide training and orientation to new staff.
- May take meeting minutes, and/or prepare material from dictation.
Administrative Assistant 1
Promotion: one year of service in a clerical title allocated to Grade 6 and above; and
completion of a two-year traineeship*.
Non-competitive: high school diploma or high school equivalency diploma; and two years
of experience in administrative support**, which includes use of office software (e.g.,
email, word processing), provision of customer service, business writing, and
management of an office.
Administrative Assistant 2
Promotion: one year of service as Administrative Assistant 1 (Various Language
Non-competitive: high school diploma or high school equivalency diploma; and three
years of experience in administrative support**, which includes use of office software
(e.g., email, word processing), provision of customer service, business writing, and
management of an office.