Administrative Assistant II - Generic - Coffield Unit

JOB SUMMARY Performs routine administrative support work.

Work involves providing administrative support including disseminating information; assisting with maintaining filing systems; and preparing and editing reports and documents.

Works under moderate supervision with limited latitude for the use of initiative and independent judgment.

ESSENTIAL FUNCTIONS A.

Types and performs word processing; and prepares, edits, and distributes correspondence, reports, records, and other documents ensuring conformance to rules, regulations, policies, and procedures.

B.

Performs data entry and retrieval and prepares related reports; compiles, organizes, and tabulates data; makes copies; and maintains files and records to include automated information systems.

C.

Maintains logs of work progress, document processing, and other records; and assists in the maintenance of complex records.

D.

Answers telephones; responds to requests for information; and answers 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.

One year 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.

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 to communicate ideas and instructions clearly and concisely.

5.

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

6.

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

7.

Skill in problem-solving techniques.

8.

Skill to prepare and maintain accurate records, files, and reports.

9.

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

10.

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, climb stairs, 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.