LEGISLATIVE ADMINISTRATIVE SPECIALIST

POSITION:   Legislative Administrative Specialist, Director’s Office

GRADE:        SGS03

SUMMARY OF POSITION:          The  Legislative Administrative Specialist works under the supervision of the Director of the Bureau of Legislative Research, and is responsible for providing administrative support to the Director as well as to the Director’s Office in general.  The  Legislative Administrative Specialist acts as a receptionist, office clerk, secretary, and data entry specialist; oversees the legislative calendar; updates committee information on the General Assembly website; and fulfills other requested tasks.

ESSENTIAL FUNCTIONS:           

• Answer the telephone and greet members of the General Assembly and other visitors at the front desk in the Director’s office in the State Capitol Building during regular office hours.
• Maintain computer files and paper files in accordance with office procedures and the Director’s instructions.
• Maintain the legislative calendar on the General Assembly website.
• Update and maintain legislative committee information on the General Assembly website.

OTHER FUNCTIONS:

• Perform other related duties as requested by 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.

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.
• Prepares requested documents in a timely and accurate manner.
• Functions and cooperates as part of an administrative support team, including without limitation assisting with the workload of other administrative assistants when necessary.