Administrative Assistant I - Office of the Inspector General

JOB SUMMARY

Performs entry-level 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 close supervision with minimal latitude for the use of initiative and independent judgment.

ESSENTIAL FUNCTIONS

A. Assists in preparing and disseminating information concerning agency programs and services; and assists in preparing, editing, and distributing correspondence, reports, studies, forms, and documents.

B. Performs data entry, retrieval, and data searches; and assists in compiling data for charts, graphs, databases, summaries, and reports.

C. Provides assistance answering and routing phone calls, taking messages, and greeting and directing visitors to appropriate staff.

D. Maintains files and records in an automated information system; and assists with office duties to include ordering supplies.

• 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. Six months 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 six months of experience.

3. Must have a valid driver license. Must maintain valid license for continued employment in position.

B. Knowledge and Skills

1. Knowledge of office practices and procedures.

2. Knowledge of spelling, punctuation, grammar, and arithmetic.

3. Knowledge of business terminology, methods, and procedures.

4. Knowledge of state purchasing policies and procedures preferred.

5. Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred.

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

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

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

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

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

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

12. Skill in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs preferred.

13. 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 15-44 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.