State of Georgia Job Description



State of Georgia Job Description

|Job Title: Administrative Assistant | |

|Job Code: 60104 | |

|Last Update: 10/01/2001 | |

|Salary Plan: Statewide Salary Plan (SWD) | |

|Pay Grade: 012 | |

Job Description, Responsibilities, Standards, and Qualifications

Job Description:

Under general to limited supervision, provides professional-level administrative support to management which requires exercise of independent judgment and initiative. Assists in the operation, management and planning of the organization, coordinates meetings and agendas; represents supervisor in both internal and external settings. May supervise administrative staff.

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Job Responsibilities & Performance Standards:

1. Acts on supervisor's behalf in promoting the interests of the organization, developing and monitoring responses to issues as delegated. Serves as a liaison between supervisor and other persons and parties such as department staff, the general public and outside representatives. (Performed by all incumbents)

1. Clearly communicates management's views on major policies or current issues to individuals and entities both within and outside the organization.

2. Uses sound judgment to respond appropriately to internal and external contacts.

3. Accurately and clearly conveys directives, assignments, instructions and other information from management to staff as directed.

4. Independently establishes and monitors deadlines to ensure timeliness of staff's responses to inquiries, complaints and other issues.

5. Compiles and effectively presents factual information on the organization's programs, services and functions to internal and external contacts.

6. Effectively serves on and/or chairs committees and task forces as the management's representative as requested.

7. Accurately reports information conveyed at meetings, conferences and training sessions to supervisor in a timely manner.

2. Assists in the operation, management and planning of the organization in such areas as personnel, budget, purchasing, organizational structure/procedures and use of resources. (Performed by all incumbents)

1. Appropriately resolves administrative problems by monitoring work flow processes, noting trends, formulating projections and making recommendations based on thorough analysis of technical and/or legal issues facing the organization.

2. Effectively develops, prepares, and/or manages assigned budgets through sound analytical, reporting and financial management practices.

3. Independently procures and maintains necessary supplies, equipment, services and/or facilities through appropriate means such as soliciting bids, preparing and approving contracts and/or monitoring organizational needs.

4. Efficiently manages or coordinates human resource activities such as preparing and submitting personnel and position actions, organizing and maintaining personnel records and/or recruiting and orienting new staff.

5. Assists management in establishing organization's goals and objectives by coordinating or preparing analyses of administrative and/or operational needs.

6. Appropriately develops, revises and/or interprets policies and procedures in assigned areas, using effective research and analysis techniques.

3. Coordinates executive, administrative and management activities (Performed by all incumbents)

1. Coordinates calendars, travel itineraries and maintains associated records for supervisor and/or other staff as assigned.

2. Effectively develops and coordinates managerial and administrative meetings and agendas, negotiating favorable rates for facilities and materials needed.

3. Records and distributes minutes and other relevant information to appropriate participants in a thorough and timely manner.

4. Clearly explains discussion topics, develops background information, drafts introductions and steers focus and discussions of conferences as requested.

5. Assists management in preparing for meetings by accurately researching and summarizing all relevant issues, preparing outlines for speeches and formulating responses as assigned.

4. Conducts extensive research to compile information needed to generate reports, complete projects and accurately respond to questions and concerns. Analyzes problems, questions, issues, etc. and develops and reports recommendations for resolving them. (Performed by all incumbents)

1. Carefully analyzes problems, questions and issues to identify, study and evaluate pertinent factors, information and findings.

2. Develops, documents and reports recommendation for solving and/or addressing problems, questions and issues based on research conducted.

3. Proof reads and edits reports and other documentation to ensure accuracy and complete.

4. Completes necessary tasks and assignments associated with developing, drafting, revising, explaining and, implementing policies and procedures.

5. Creates and maintains a high performance environment characterized by positive leadership and a strong team orientation. (Performed by some incumbents)

1. Defines goals and/or required results at beginning of performance period and gains acceptance of ideas by creating a shared vision.

2. Communicates regularly with staff on progress toward defined goals and/or required results; providing specific feedback and initiating corrective action when defined goals and/or results are not met.

3. Confers regularly with staff to review employee relations climate, specific problem areas and actions necessary for improvement.

4. Evaluates employees at scheduled intervals; obtains and considers all relevant information in evaluations and supports staff by giving praise and constructive criticism.

5. Recognizes contributions and celebrates accomplishments.

6. Motivates staff to improve quantity and quality of work performed and provides training and development opportunities as appropriate.

6. Provides technical assistance in support of a program. (Performed by some incumbents)

1. Actively solicits applications for program participation.

2. Assists entities in preparing and developing goals, objectives, program plans, budgets and/or applications sufficient for program participation by interpreting rules and regulations, making suggestions, etc.

3. Reviews and accurately approves applications for program participation.

4. Conducts on-site visits to monitor program for compliance to applicable laws, regulations, policies and procedures.

5. Compiles summary data and writes reports accurately and thoroughly.

6. Prepares workshop and training materials appropriate for audience and subject matter.

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Minimum Qualifications:

Training and experience leading to demonstrated competencies in the provision of administrative functions to support agency management. This includes reading rules, regulations, policies, contracts or other technical material to apprise management of significant changes; writing correspondence, technical reports, drafts of policies or minutes; performing basic mathematical functions such as addition, subtraction, multiplication, percentages; communicating technical information to internal and external customers tactfully; facilitating interpersonal relations with colleagues, supervisors and subordinates. Procures, maintains and monitors the use of supplies, equipment and services for an office; determining how best to resolve problems by identifying the appropriate level of responsibility for decision making within an organization. Competency in managing time requirements to set up meetings and appointments; displays a professional image and a high level of ethical conduct; sets priorities, completes assignments in a timely manner, and appropriately evaluates own progress toward completion of work goals; determines objectives and strategies to achieve organizational goals. Provides effective customer service; uses computer information technology such as word processing and spreadsheets to produce work products; adapts quickly to change; possesses the ability to conduct basic research functions. Typically persons with such competencies would possess a bachelor's degree from a four-year college or university or three years of work experience at the professional or paraprofessional level.

Preferred Qualifications:

Experience working in state government. Experience administering and monitoring budgets. Supervisory experience. Experience working cooperatively with others as part of a work team. Training or experience directly related to the program or service provided by the organization to which the position is assigned.

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|NOTE: |

|Job description information is extracted daily from the official Phoenix HRMS Job Code database. Problems in conversion may cause formatting errors in |

|some job descriptions. |

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|The information presented, while not an exact or exhaustive listing, describes the work, performance standards, and qualifications typically required |

|of positions or employees in this job. A specific position description or employee performance plan may differ as long as it is consistent with the |

|core Responsibilities, Standards and Qualifications of that job. |

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