LEGISLATIVE ADMINISTRATIVE ASSISTANT

POSITION:   Legislative Administrative Assistant, Administrative Services Division

GRADE:        SGS04

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.

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.
• Ability to lift and move Bureau office furniture, equipment, other inventory items, and supplies.
• Assist with the annual physical inventory as well as the disposal and relocation of assets.
• Maintain easels and chalk boards.
• Work with the State Energy Department to collect recyclable office paper from all Bureau offices.
• Distribute budget manuals, update bill books, and deliver copy paper to all Bureau offices.
• Oversee the maintenance and upkeep of the Bureau vehicle, including service appointments and routine cleaning.22