LEGISLATIVE ADMINISTRATIVE ASSISTANT

POSITION:   Legislative Administrative Assistant, Administrative Services Division

GRADE:        GS05

SUMMARY OF POSITION:          The Legislative Administrative Assistant works under the supervision of the Chief Fiscal Officer.  The Legislative Administrative Assistant provides administrative and clerical support to the staff in the Administrative Services Division; acts as a receptionist, office clerk, secretary, and data entry specialist; and fulfills other requested tasks. 

Maintain the ability and knowledge to function as part of an administrative services team, including without limitation assisting with the workload of other Administrative Services Division staff when necessary. Perform other related duties as requested by the Chief Fiscal Officer and the Director of the Bureau.

ESSENTIAL FUNCTIONS:          

• Answer the telephone and greet members of the General Assembly and other visitors at the Administrative Services Division front desk and at the Bureau front desk during regular office hours.
• Compose routine correspondence of the Chief Fiscal Officer and other professional staff.
• Maintain computer files and paper files in accordance with office procedures and the Chief Fiscal Officer’s instructions.
• 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.
• Receive mail and interoffice mail for the division.
• Oversee the maintenance and upkeep of the Bureau vehicles, including service appointments and routine cleaning.

OTHER FUNCTIONS:

• Maintain the ability and knowledge to function as part of an administrative services team, including without limitation assisting with the workload of other Administrative Services Division staff when necessary.
• Perform other related duties as requested by the Chief Fiscal Officer and the Director of the Bureau.

QUALIFICATIONS/SKILLS:

• High School diploma or equivalent.
• Education, experience, and abilities commensurate with assigned duties.
• 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 organize workload and set priorities.

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.
• Demonstrates the ability to provide valid solutions to staff or member complaints or issues.
• 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.
• Functions and cooperates as part of an administrative services team, including without limitation assisting with the workload of other Administrative Services Division staff when necessary.