Job Descriptions & Pay
|Class Title:||EXECUTIVE ASSISTANT|
|Salary Schedule:||Approved Arizona Law Enforcement Merit System Council Salary Schedule|
|Summary Statement:||Responsible for providing staff support on a variety of non-routine, highly responsible, confidential secretarial and administrative duties for the Director/Assistant Director, including composing correspondence for signature, writing reports, conducting research, assignment work and deadlines, and overseeing the operation of the office of a senior- level executive; ensuring timely and accurate responses to assignments. Performs other duties as required. This is a competitive classification.|
|Essential Functions:||(not intended to be all inclusive)
1. Prepares typed copy (e.g., correspondence, minutes, memoranda, briefs, agendas, contracts, reports, press releases, etc.) from written or oral information in order to produce error free documents.
2. Screens incoming telephone calls in order to provide assistance or refer call to appropriate staff member.
3. Composes correspondence from rough draft and transcription tapes regarding a wide variety of subjects.
4. Enters information (e.g., evaluations, telephone numbers, pagers, inventory, etc.) into a computerized tracking system in order to originate, update, reconcile, transfer and track data.
5. Researches purchase options and/or payment information in order to purchase necessary supplies and equipment, complete forms, reconcile errors and ensure accuracy of document information.
6. Manages assigned division's mail; screens incoming correspondence in order to forward correspondence to appropriate staff member for response and prepares division's outgoing mail for pick-up.
7. Greets visitors (e.g., Department personnel, other state or law enforcement agency personnel and the general public) in person in order to provide assistance or refer to appropriate staff member.
8. Reviews and proofreads a variety of information to ensure accuracy of information, consistency with administrative policy, format, and working and grammatical correctness.
9. Researches, gathers and summarizes data for briefs, reports and correspondence from computerized tracking system and manual files in order to provide accurate information.
10. Queries Electronic Mail System (EMS) and/or Lotus Notes in order to obtain information for division personnel.
11. Assesses whether callers and/or visitors should have access to information being requested in order to ensure that confidential information is disseminated to authorized persons only.
12. Orders office supplies/services/plaques/awards; tracks and picks up.
13. Acts as Time and Activity Coordinator by entering weeklies to include leave without pay; makes manual balance adjustments as required.
14. Establishes, updates and maintains manual filing systems and computer software programs (e.g., databases and spreadsheets) to track information (e.g., reports and correspondence, equipment usage, supplies, meetings, contract expirations, responses to correspondence, etc.).
15. Remains current on modern office and job-specific procedures through job-related training courses in order to apply appropriate methodologies.
16. Prepares various forms and requests (e.g., PARs, purchase requisitions, conference registrations, etc.).
17. Schedules meetings and appointments for the Director/Assistant Director in order to ensure availability, prioritize schedules and avoid scheduling conflicts.
18. Transcribes reports, minutes, search warrants, correspondence, affidavits, interviews, etc. from dictation tapes, shorthand or speedwriting in order to provide written information.
19. Assists division personnel in the use of computer software/hardware and forms.
20. Processes cycle and quarterly overtime for assigned work unit.
21. Explains time and activity, overtime and industrial leave policies in order to coordinate work functions and provide information for employees.
22. Responds to public record requests in order to accommodate attorneys, law enforcement officials, subpoenas and media in accordance with public record guidelines.
23. Administers the donated leave program in coordination with Human Resources and Finance.
24. Reads, reviews and tracks the status of all legislation introduced by the House and Senate during the legislative session to determine Departmental impact of bills; distributes copies to affected areas; advises on upcoming legislative committee meetings; prepares legislative report for Executive Staff.
25. May direct and review the work of section personnel to ensure that assigned tasks are completed accurately and in a timely manner.
26. Resolves complaints and problems by interpreting departmental policies and regulations.
27. Arranges travel (e.g., secures flights, car rentals and accommodations); prepares required documentation.
|Knowledge, Skills, & Abilities Required:||Knowledge of:
1. business English, spelling, grammar and punctuation required to produce and proofread complex written documents.
2. modern office practices, procedures and equipment required to perform office functions in an efficient manner.
3. records management systems (both automated and paper files) to ensure accurate maintenance of files and ease of retrieval.
4. basic accounting principles required to reconcile and balance financial records.
1. the use of computer software programs.
2. the use of computer keyboard devices.
1. organize, prioritize and perform multiple tasks to complete job functions in an orderly, efficient manner.
2. greet visitors in person in a courteous, professional and efficient manner.
3. work independently with minimal supervision.
4. establish and maintain effective working relationships with those contacted in the course of assignment.
5. effectively communicate both orally and in writing at all levels.
6. read, comprehend, and interpret complex written materials.
7. understand written and verbal instruction to complete assigned tasks accurately.
8. calculate mathematical problems involving addition, subtraction, multiplication and division of moderate difficulty.
9. perform detailed work with a high degree of accuracy.
10. work within stringent deadlines.
11. exercise good judgment in safeguarding confidential or sensitive information.
12. take/transcribe minutes, letters, memos, etc. to provide written documentation of information.
13. answer incoming calls in a courteous and professional manner.
14. identify problems and analyze alternatives to develop viable recommendations for projects and assignments.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
|Minimum Qualifications:||Requires five (5) years of increasingly responsible administrative secretarial experience. All levels must type a minimum of 60 net words per minute.
Progression to the next pay level/step requires an overall performance rating of at least "Standard" in the last 12 months.
Must successfully complete the examination process.
FLSA Status: Non-Exempt
Current as of: 12/11/2013 7:47:47 PM