DEFINITION

Performs administrative program work of limited scope and diversity in assisting a manager/administrator carry out program responsibilities; performs related work as required.

The Work Examples and Competencies listed are for illustrative purposes only and not intended to be the primary basis for position classification decisions.

WORK EXAMPLES

Handles complaints and requests for information/assistance regarding program operations; applies/interprets rules, policies and regulations, gathers background information and prepares an appropriate response.

Attends/represents management at regular and special meetings; participates in discussion and communicates supervisor's position on given issues.

Serves as a member of a department, agency or institutional safety, security, capital improvements or EEO/AA committee; provides accurate/timely advice on matters necessary to implement directives and instructions.

Monitors progress in completing program goals/objectives; identifies/investigates operational problems and recommends corrective action (e.g., changes in forms, shifts, work distribution and organizational structure).

Conducts special studies/research projects; develops study plan, coordinates research and makes recommendations on implementation.

Monitors purchases of supplies/equipment for compliance with budget and maintains inventory/depreciation records; gathers statistical and other supporting data and compiles budget projections on salaries, support and travel; advises manager/administrator and employees on personnel matters involving promotions, demotions, contract provisions, grievances, appeals and employee benefits; serves as the contact person for purchasing, project coordination, personnel and information management system issues.

COMPETENCIES REQUIRED

Knowledge of the organization’s functions, channels of communication and the inter-relationships between its operations and customers served.

Knowledge of statistical/survey research techniques and methodologies.

Ability to organize and present facts/opinions clearly and concisely.

Ability to establish and maintain effective working relationships.

Ability to take initiative to achieve program objectives.

Ability to apply/interpret program requirements, policies and regulations and provide advice and guidance.

Ability to gather, assemble and analyze facts, draw conclusions and devise solutions to operational problems.

Displays high standards of ethical conduct. Exhibits honesty and integrity. Refrains from theft-related, dishonest or unethical behavior.

Works and communicates with internal and external clients and customers to meet their needs in a polite, courteous, and cooperative manner. Committed to quality service.

Displays a high level of initiative, effort and commitment towards completing assignments efficiently. Works with minimal supervision. Demonstrates responsible behavior and attention to detail.

Responds appropriately to supervision. Follows policy and cooperates with supervisors.

Aligns behavior with the needs, priorities and goals of the organization.

Encourages and facilitates cooperation, pride, trust, and group identity. Fosters commitment and team spirit.

Expresses information to individuals or groups effectively, taking into account the audience and nature of the information. Listens to others and responds appropriately.

EDUCATION, EXPERIENCE, AND SPECIAL REQUIREMENTS

Graduation from an accredited college or university;

substituting experience equal to one year of full-time accounting, secretarial or office support work involving: collecting, compiling, reporting, examining and/or editing numerical data; coding/qualifying persons for benefits, licenses or other transactions; preparing/keeping budgetary accounts and projections; organizing/implementing office support operations; advising on procedural processes; or other work which provided direct support/exposure to substantive agency programs, for each 30 semester hours of the required course work;

certification from the State of Iowa Administrative Assistant Certificate Program will substitute for six months of the required experience;

successful completion of the Certified Professional Secretary or Certified Administrative Professional examination administered by the International Association of Administrative Professionals;

employees with current continuous experience in the state executive branch that includes experience equal to twelve months of full-time work as a Secretary 2, Clerk Specialist, Public Service Supervisor 1/2, Accounting Technician 1/2, Purchasing Assistant or Human Resources Technical Assistant.

SELECTIVE CERTIFICATION

For designated positions, the Appointing Authority may, with Iowa Department of Administrative Services-Human Resources Enterprise prior approval, request applicants possessing a minimum of twelve semester hours of education, six months of experience, a combination of both, unless otherwise indicated below, a specific certificate, licensure or endorsement in one of the following areas:

025 fluency in the American Sign Language system

207 editing

209 student loan/financial aid management

195 Internet

384 accredited Medical Records Technician

409 personal computers

419 PC/LAN/Server

440 commercial printing with substantial direct customer interface

521 paralegal/legal assistant

602 real estate

754 volunteer coordinator

863 ability to speak Spanish fluently

866 ability to speak and write Spanish fluently

970 elections

For designated positions the Appointing Authority, with Iowa Department of Administrative Services – Human Resources Enterprise prior approval, may request those applicants possessing a minimum of six months of full time experience in the following area:

916 records management

Applicants wishing to be considered for such positions must list applicable coursework, experience, certificate, license, or endorsement on their application.

Effective Date: 5/08 VA