Administrative Assistant IV - Assistant to Parole Division Section Director - Parole Division

Position: Administrative Assistant IV - Assistant to Parole Division Section Director - Parole Division (717170)
JOB SUMMARY

Performs highly complex administrative support work. Work involves providing administrative

support including disseminating information; maintaining filing systems; and preparing and editing

reports and documents. Works under limited supervision with moderate latitude for the use of

initiative and independent judgment.

ESSENTIAL FUNCTIONS

A. Participates in the planning and execution of an agency program; coordinates work with agency

departments; assists in the development of administrative and technical assistance policies and

procedures; and participates in the planning and execution of administrative projects.

B. Prepares and disseminates information concerning agency programs and procedures;

prepares, edits, and distributes correspondence, reports, studies, forms, and other documents;

and compiles and enters data for charts, graphs, databases, and summaries, makes

calculations, and prepares reports.

C. Researches, composes, designs, and edits agency publications, forms, manuals, and reports;

assists in the preparation of presentations for administrative meetings; and attends meetings,

takes notes, and prepares minutes for review and distribution.

D. Schedules and coordinates appointments; makes travel arrangements; and maintains filing,

record keeping, and records management systems to include automated information systems.

E. Provides liaison to department staff, other departments, agencies, and organizations; and

responds to inquiries regarding rules, regulations, policies, and procedures.

* Performs a variety of marginal duties not listed, to be determined and assigned as needed.

MINIMUM QUALIFICATIONS

A. Education, Experience, and Training

1. Graduation from an accredited senior high school or equivalent or GED.

2. Three years full-time, wage-earning customer service, clerical, secretarial, administrative

support, or technical program support experience. Fifteen semester hours from a college or

university accredited by an organization recognized by the Council for Higher Education

Accreditation (CHEA) or by the United States Department of Education (USDE) may be

substituted for each six months of experience.

3. Computer operations experience preferred.

4. Experience in the use of Microsoft Office Suite or equivalent to include word processing,

spreadsheet, database, or presentation software programs preferred.

Knowledge and Skills

1. Knowledge of office practices and procedures.

2. Knowledge of business terminology, spelling, punctuation, and grammar.

3. Knowledge of agency and departmental organizational structure, policies, procedures,

rules, and regulations preferred.

4. Skill in the use of computers and related equipment in a stand-alone or local area network

environment.

5. Skill to communicate ideas and instructions clearly and concisely.

6. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the

public.

7. Skill in problem-solving techniques.

8. Skill to interpret and apply rules, regulations, policies, and procedures.

9. Skill to review technical data and prepare technical reports.

10. Skill to prepare and maintain complex records and files in an automated system.

11. Skill in the use of Microsoft Office Suite or equivalent to include word processing,

spreadsheet, database, or presentation software programs.

12. Skill to type 45 words per minute (with no more than 10 errors) preferred.

ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION

A. Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend

repeatedly, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize,

lift and carry under 15 lbs., perceive depth, operate a motor vehicle, and operate motor

equipment.

B. Conditions include working inside, working around machines with moving parts and moving

objects, radiant and electrical energy, working closely with others, working alone, working

protracted or irregular hours, and traveling by car, van, bus, and airplane.

C. Equipment (machines, tools, devices) used in performing only the essential functions include

computer and related equipment, calculator, copier, fax machine, telephone, dolly, and

automobile