Job Descriptions & Pay
|Class Title:||ADMINISTRATIVE ASSISTANT|
|Salary Schedule:||Approved Arizona Law Enforcement Merit System Council Salary Schedule|
|Summary Statement:||Responsible for a variety of coordinative and administrative support functions such as researching information, compiling data, preparing reports, monitoring and tracking of the budget, coordinating projects/programs, making recommendations and resolving complaints and problems. Performs related duties as assigned. This is a competitive classification.
The Administrative Assistant differs from the Administrative Services Officer in that the Administrative Assistant performs administrative support and coordinative services and may supervise clerical personnel whereas the Administrative Services Officer primarily performs journey-level analytical and professional services and may supervise clerical and administrative support personnel.
|Essential Functions:||(not intended to be all inclusive)
1. Coordinates, monitors and provides assistance with research/staff studies, programs, projects, grants and/or budgets.
2. Prepares, composes, updates, monitors and edits a variety of internal and external correspondence, forms, reports, manuals, leases, contracts and funding requests.
3. Prioritizes and tracks time-sensitive events and assignments to ensure timely completion.
4. Establishes, updates and maintains manual and automated filing systems to store and track records/information.
5. Plans, organizes and/or participates in meetings, conferences, seminars and other events to provide and/or receive information relevant to work assignments and programs.
6. Evaluates and recommends needs for required products, services, and/or additional funding.
7. Assists and/or prepares graphic presentations to improve information sharing and comprehension.
8. Researches, recommends and participates in job-related training courses to enhance skills and productivity.
9. Trains personnel in various subjects related to assigned area's operations (e.g., computer software/hardware, polices and procedures, forms, etc.).
10. Creates, maintains, updates and tracks confidential files/information ensuring accuracy and completeness.
11. Services public requests for various licenses and certifications, which may include fingerprinting, photographing and applications reviews.
12. Responds to requests from attorneys and other government agencies to accommodate their needs in accordance with DPS policy, state and federal laws.
13. Researches, compiles, analyzes and summarizes data to provide accurate information for audits, briefs, reports, contracts, correspondence, presentations and/or meetings; and to maintain program goals and/or strategic plans.
14. Researches and reviews applicable laws and regulations to ensure compliance within a variety of work assignments.
15. Conducts evaluations of current and/or future needs of the work assignment and provides recommendations.
16. Reports project/program status (e.g., administrative issues, balances and funding) to management.
17. As required, under direction, represents the Department on various committees and task forces, and/or acts as liaison between the Department and other agencies or organizations.
18. Resolves complaints and problems by interpreting departmental policies and regulations.
19. May supervise and review the work of clerical support staff.
|Knowledge, Skills, & Abilities Required:||Knowledge of:
1. basic accounting principles required to reconcile and balance financial records.
2. the rules of English grammar and composition to prepare, review and edit documents.
3. planning and research principles and practices.
4. local, state and federal laws and regulations applicable to assignment.
5. records management systems (both manual and automated).
1. composing, editing and proofreading a variety of correspondence, reports or forms.
2. the use of computer keyboard devices.
3. the use of computer software programs.
1. independently perform administrative assignments with a high degree of accuracy and under minimal supervision.
2. organize, prioritize and perform multiple tasks concurrently.
3. exercise good judgement in safeguarding confidential or sensitive information.
4. understand written and verbal instructions to complete assigned tasks accurately.
5. calculate mathematical problems of moderate difficulty.
6. establish and maintain effective working relationships with those contacted in the course of assignment.
7. research and reconcile inaccuracies and errors in documents, computer printouts and other written materials.
8. read, comprehend, and interpret written materials of moderate to complex difficulty.
9. effectively communicate both orally and in writing.
10. identify problems and analyze alternatives to develop viable recommendations for projects and assignments.
11. independently make decisions when required and exercise initiative when appropriate.
12. develop feasible short and long range plans and goals to project and develop programs and projects.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
May be required to travel to perform certain work functions.
|Minimum Qualifications:||Requires three (3) years of increasingly difficult and responsible experience involving the use of personal computers and database software OR any combination of increasingly difficult and responsible experience involving the use of personal computers and database software and related education from an accredited college or university to total three (3) years.
Progression to the next pay level/step requires an overall performance rating of at least "Standard" in the last 12 months.
Note: One (1) year of experience is equivalent to thirty (30) semester hours of coursework from an accredited college or university.
Must successfully complete the examination process.
FLSA Status: Non-Exempt
Current as of: 5/19/2013 7:53:59 PM