Administrative Assistant I

About the role

Positions in this job family are assigned responsibilities for providing administrative support to program areas and support functions or serve as an assistant to or provide administrative support to an administrator or an official. This may include responsibility for the administration of an agency program providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials; or performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.

Responsibilities

• Participates in projects as team member or team leader
• Develops and implements special procedures
• Initiates correspondence requiring knowledge of agency or program procedures and policies
• Develops and maintains confidential or complex files
• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws
• Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties
• Represents agency, supervising official, or program area at meetings, conferences, or civic organizations
• Captures and coordinates activities with internal and external customers
• Coordinates interviews, arranges appointments, and performs other office tasks and duties
• Utilizes advanced technological equipment and data processing equipment to provide requested information to internal and external customers; reviews coded and uncoded source documents; edits documents and reports; examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers complex discrepancies to appropriate staff
• Trains or mentors other staff
• Supervises subordinate staff. Includes supervising an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties

Requirements

The functions performed in this job family will vary by level, unit and organization, but may include the following:

• Participates in projects as team member or team leader
• Develops and implements special procedures
• Initiates correspondence requiring knowledge of agency or program procedures and policies
• Develops and maintains confidential or complex files
• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws
• Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties
• Represents agency, supervising official, or program area at meetings, conferences, or civic organizations
• Captures and coordinates activities with internal and external customers
• Coordinates interviews, arranges appointments, and performs other office tasks and duties
• Utilizes advanced technological equipment and data processing equipment to provide requested information to internal and external customers; reviews coded and uncoded source documents; edits documents and reports; examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers complex discrepancies to appropriate staff
• Trains or mentors other staff
• Supervises subordinate staff. Includes supervising an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties

Qualifications

Education and Experience requirements at this level consist of a bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.

Skills

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; business mathematics; of modern office methods and procedures; the maintenance of complex records; and the major policies and procedures governing assigned programs. Ability is required to establish and maintain effective working relationships with others; perform confidential work and maintain confidentiality; interpret and complete routine matters according to agency policies and procedures; and follow oral and written instructions.

Benefits

Annual Benefit Allowance: The benefits allowance covers up to $20,538.24 for employees and their dependents to enroll in benefits.

Comprehensive Insurance Plans: The State offers several different medical, dental, and vision plans to better fit your needs. Including options to enroll in a Health Savings Account (HSA) or a Flexible Spending Accounts (FSA).

Retirement Savings Plans: Pathfinder Defined Contribution Plan: available to employees who began State employment after November 1st, 2015. Employer matches 6% with an employee contribution of 4.5%.OPERS Defined Benefit Plan: available to returning employees who were previously enrolled in OPERS. Employer matches 7% with an employee contribution of 7% or above.

Annual & Sick Leave (PTO): 15 days accrued annually during the first 1–5 years of service.18 days accrued annually for 5–10 years of service.20 days accrued annually for 10–20 years of service.25 days accrued annually for over 20 years of service.Sick leave: Accrued at 15 days per year

Paid Holidays: 11 paid holidays per year

Longevity Pay: Longevity payments are paid annually to eligible State employees with a minimum of 2 years of State service.

Employee Assistance Program (EAP): EAP is a cooperative effort between employees and administration to help employees gain access to professional services in resolving personal problems.