Administrative Assistant

General Definition

Primarily performs administrative support duties. Requires knowledge of practices/processes of individual or department. Typical duties include receiving visitors/phone calls, read/route incoming mail, provide directions, assist customers, make meeting/travel arrangements, maintain schedules, prepares reports and correspondence using computer software.

Staff Assistant I

Under direct supervision, performs standard administrative duties for multiple individuals or customers. Activities are routine and may be repetitive. Basic duties may include receiving and logging information, making copies, sorting and distributing mail, preparing correspondence or basic documents, answering routine questions and inquires, providing information and directions and providing a service oriented environment.

Knowledge, Skills, Experience: High school education or equivalent.

Staff Assistant II

Under general supervision performs standard and some advanced administrative duties. Generally reports to multiple individuals or may report to a Department or Division Head. Basic duties may include receiving and logging information, making copies, sorting and distributing mail, preparing correspondence or basic documents, answering routine questions and inquires, providing information and directions and providing a service oriented environment. Activities are routine but may involve non-routine requests or specialized information.

Knowledge, Skills, Experience: High school education or equivalent. Associate's degree preferred. Three+ years related work experience

Department or Division Assistant

Under general supervision position provides information and assistance in diagnosis and resolution of problems from multiple individuals. May be in person or through phone inquires. Activities are generally non-routine and require independent judgment to resolve issues. Position refers problems to experts as needed. Primary responsibility involves manager satisfaction and issue/problem resolution. May track and document problems and report on information. May be responsible for compliance issues and state reporting. May process payroll for a department. May suggest policy/procedure changes in response to problems. Generally requires specialized training on technical systems as well as problem solving.

Knowledge, Skills, Experience: Associate's degree preferred. Three+ years related (to specialized area) work experience.

Office or Division Coordinator

Oversight of administrative functions in a large/significant division or area. Responsible for coordination of support functions such as scheduling, maintenance, communications, equipment, workflows, supplies, information processing, and staff support. May be responsible for coordinating budget planning process for area and for tracking and coordinating budget expenditures.

Knowledge, Skills, Experience: High School diploma required. Associate's degree preferred. At least 5 years of experience in administrative support. 3+ years experience in coordination/supervision role.

Administrative Assistant I

Under limited supervision and on own initiative, position performs standard and advanced administrative duties, usually for a senior level administrator. On own initiative, resolves problems from multiple individuals and customers. May handle sensitive or confidential records.

Knowledge, Skills, Experience: Associate's degree required. Five+ years administrative support experience.

Administrative Assistant II

Under limited supervision position performs advanced administrative duties, usually for a senior level administrator. Disposes of matters of a routine nature to conserve superior's time, maintains regular and follow up files and confidential data, collects information needed by superior for conferences/reports/meetings. May do analysis of reports and recommend action. On own initiative, resolves problems from multiple individuals and customers.; May handle sensitive or confidential records.

Knowledge, Skills, Experience: Associate's degree required. Five+ years administrative support experience.