Admin Asst Levels 1 and 2

MINIMUM QUALIFICATIONS

three years of clerical/secretarial experience which included:
8 two years at a full performance level performing typing, word processing, or other generation of documents and
8 lead work responsibility or coordination of office procedures.
Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.

No substitution will be made for the two years at the full performance level.

GENERAL DESCRIPTION OF CLASS

The ADMINISTRATIVE SPECIALIST 1 performs and/or coordinates administrative tasks in support of an agency program or operation. The work performed is usually concentrated in a specific program or operational area, requiring in-depth knowledge of that program or operation.

DISTINGUISHING FEATURES

This class is distinguished from the higher level by the absence of responsibility for interpreting laws, rules, policies and procedures, and applying those interpretations to specific situations, some of which may be nonroutine. Employees in this class are further distinguished from the higher level by the absence of responsibility for assisting a manager in administrative research, analysis, evaluation, and interpretation. At the higher level, problems are resolved and compliance gained through negotiation with the parties involved.

Employees in this class coordinate activities to ensure a smooth flow of services and operations which may include tracking, scheduling and delivery of services. Employees are responsible for coordination of an entire process on an agency-wide basis. Employees in this class seek to resolve problems through discussion and explanation of information. Employees in this class have limited, if any, general office support duties.

DUTIES AND RESPONSIBILITIES

Allocation of positions to this class will depend on the total work performed which may include one or a combination of the duties or tasks listed below.

1. Coordination. Typical tasks: develops procedures, systems and forms necessary to complete work and ensure efficient flow of information, work flow, delivery of services within the agency and/or with other agencies, vendors or contractors; reviews, revises, and edits drafts of Administrative Rules for appropriate readability levels, consistency of content and definitions within existing rules and compliance with standards of Secretary of State;

trains and coordinates agency staff work in preparation, processing and distribution of Administrative Rules; coordinates and schedules hearing dates and locations for agency hearings officers, protestants, attorneys, and witnesses; plans, prepares, and presents workshops for agency staff, agency clients, or the public to provide information about agency services or to explain new laws, processes or procedures; coordinates the efficient flow of documents (e.g., agency policies and procedures, budget proposals, management studies) and/or requests requiring action through an established process ensuring that deadlines for analysis, approval, and/or final action are met;

acts as the agency coordinator for technical manuals, directives and procedures by editing, proofing, arranging for printing and distribution and preparing extensive indexes; writes instructional manuals describing procedures and requirements for use by agency staff, other agencies, agency clients, and/or the public.

2. Administrative Assignments. Typical tasks: explains laws, rules, and procedures for obtaining agency services; receives and reviews documents and applications submitted in request of agency benefits and/or services (e.g., grants, credits, reimbursements, claims for payments from specialized funds); determines if applicant meets or continues to meet criteria for and approves or denies benefits and/or services; investigates circumstances, responds to questions and resolves discrepancies regarding approval or denial of benefits or services;

tracks legislative bills by reading proposed legislation, maintaining calendars for hearings and/or work sessions; researches, collects data and prepares reports outlining the impacts of legislation or changes in procedures on agency programs and funding and updating status of each bill; compiles statistical information related to program or operation measuring success rate and/or performance to be used by others to make decisions related to the program;

develops detailed reports on a monthly, quarterly, semiannual, or annual basis.

RELATIONSHIPS WITH OTHERS
Employees in this class communicate on a regular basis in person, by telephone, and in writing with
agency staff, other State and local government agencies, private agencies, and/or the general public to
provide or request information, respond to questions and complaints, determine eligibility for agency
services and explain State and Federal laws, rules and regulations, and agency policies and procedures
as they relate to specific programs or operations.

SUPERVISION RECEIVED
Employees in this…