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Administrative Assistant Duties and Responsibilities

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Purpose of Classification:

Performs varied advanced secretarial and administrative work unique to the work unit requiring initiative and independent judgment. Incumbents work independently under general direction. Maintains official records, and implements administrative policies. Handles problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures, policies and practices. Incumbents may have contact with high-level administrative offices requiring use of business vocabulary, tact, discretion and judgment.

Distinguishing Characteristics:

This is the third in a series of four classifications. It is distinguished from the Secretary, Administrative classification by the judgment and authority exercised in setting priorities, authorizing travel and purchases, and knowledge and interpretation of policies and priorities of work unit and supervisor. Incumbents may be assigned to an office such as medical, scientific, legal, academic and/or administrative which may require use of specialized terms, practices or systems. This classification is used for positions that are a combination of secretarial and administrative duties.

Examples of Duties:

  • Executes a variety of office administrative and/or secretarial support activities for supervisor such as composing replies to correspondence on own initiative, interpreting and explaining established policies and procedures in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by supervisor, and investigating, evaluating and resolving problems within scope of position.
  • Provides office operations support such as receiving and screening telephone calls and visitors, scheduling meetings, conferences, seminars, and special events, maintaining supervisor's calendar, maintaining record-keeping systems, opening and reviewing incoming mail, and responding to inquiries.
  • Maintains and updates databases and spreadsheets; conducts database queries using Advantage, Data Warehouse, HRMS, SIS, Benefactor or other software programs; prepares special and recurring reports containing specialized or sensitive information following supervisor's general direction.
  • Prepares or directs preparation of minutes, notices, manuals, agendas and correspondence with all supporting documentation, requiring application of specialized knowledge of the assigned function.
  • Monitors and updates inventory, time, budget, payroll, and account records for unit or department; monitors expenditures and performs simple analysis on accounts; authorizes and/or approves payments within established department/unit guidelines.
  • Plans and arranges conferences, meetings and/or special events under general instructions from supervisor; communicates arrangements to appropriate individuals.
  • Arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed.
  • Implements new policies, procedures and practices impacted by decisions made by supervisor at meetings and/or conferences.
  • Assists the department or unit with academic support functions such as scheduling classes and/or classrooms, updating and maintaining student registration databases, preparing and distributing faculty correspondence, and preparing for annual faculty evaluations, promotions and tenure reviews.
  • May supervise or coordinate the activities of subordinates.

Knowledge, Skills and Abilities:

  • Knowledge of standard office policies and procedures.
  • Skill in developing and maintaining effective working relationships.
  • Skill in English composition, grammar, spelling and punctuation.
  • Skill in typing/word processing and use of personal computer/software.

Minimum Qualifications:

Four (4) years' secretarial/administrative experience; OR, Certificate in Secretarial Science and three (3) years of secretarial/administrative experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.


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