ADMIN ASSIST TO ADMINISTRATOR

POSITION:   Administrative Assistant to Administrator, Committee Staff Services Section

GRADE:        GS07

SUMMARY OF POSITION:          The Administrative Assistant to the Administrator works under the supervision of the Administrator of the Committee Staff Services Section and is responsible for providing administrative support to the Administrator, as well as to the section in general.  The Administrative Assistant to the Administrator assists in the delivery of research and committee  services to members of the General Assembly; acts as a receptionist, office clerk, secretary, and data entry specialist; works on presentations, studies, and special reports; and fulfills other requested tasks.

ESSENTIAL FUNCTIONS:          

• Perform clerical and administrative tasks necessary to assist the Administrator in the management of section personnel, functions, and resources, in order to ensure the smooth operation of the section.
• Answer the telephone and greet members of the General Assembly and other visitors during legislative committee meetings, at the Research Services Division front desk, and at Bureau front desk during regular office hours.
• Compose correspondence; create forms; and type and proofread committee forms, meeting agendas, meeting notices, minutes, reports, and presentations of the Administrator.
• Assist the Administrator with research by accessing the Internet, Folio Views, and internal Bureau programs.
• Take and transcribe dictation, if required by the Administrator.
• Track bills, resolutions, and amendments throughout the legislative session.
• Maintain computer files and paper files in accordance with office procedures and the Administrator’s instructions.
• Prepare meeting packets, maintain per diem sheets, record meeting discussion and actions, set up meeting room for committee meetings, order required audiovisual equipment for meeting room, and check meeting room microphones.
• Post meeting agenda and exhibits on the General Assembly website.
• Assist in training Legislative Administrative Assistants in the section.
• Update and maintain legislative session and interim procedures for administrative assistants and the runner/van driver.
• Be available to members of the General Assembly, state agency staff, Bureau staff, and members of the public with regard to issues concerning legislative committee meetings.
• Travel as needed for in-state and out-of-state legislative committee meetings.

OTHER FUNCTIONS:

• Attend training sessions, conferences, and workshops to improve skills necessary to perform the essential functions of the job.
• Perform other related duties as requested by the Administrator of the Committee Staff Services Section, the Assistant Director for Research Services and the Director of the Bureau.

QUALIFICATIONS/SKILLS:

• High School diploma or equivalent.
• Clerical training and skills commensurate with assigned tasks.
• Knowledge and proficiency in English grammar, spelling, and punctuation.
• Strong proofreading skills.
• Strong organizational skills, including the ability to organize workload and set priorities.
• Proficiency in Microsoft Word, Excel, Microsoft Outlook, the Internet, and Access database programs.
• Knowledge of the operation of facsimile machines, copy machines, and multi-line telephone systems.
• Ability to communicate with Bureau Staff, state agency staff, members of the General Assembly, and members of the public.
• Ability to plan, organize, record, and summarize meeting proceedings.

PRODUCTION STANDARDS:

• Adept in communicating with Bureau staff, members of the General Assembly, state agency staff, and members of the public, both verbally and in writing.
• Demonstrates proficient time management skills, including the ability to complete work under strict time deadlines.
• Accurately compiles data for use by others.
• Accurately maintains files and records.
• Exhibits professional attitude, appearance, and communication skills.
• Is assertive – undertakes tasks on own initiative.
• Maintains high standard of professional ethics and exercises appropriate discretion with confidential matters.
• Continues to improve job-related skills and knowledge.
• Effectively organizes and monitors the status of projects and work flow.
• Works cooperatively at problem solving and assists coworkers with a variety of tasks.
• Functions and cooperates as part of an administrative support team, including without limitation assisting with the workload of other administrative assistants when necessary.