DEFINITION

Performs administrative program work of a moderate to considerable scope and diversity in assisting a manager/administrator carry out program responsibilities; performs related duties 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

Develops organizational/program policies, processes and procedures; monitors and solves problems related to implementation.

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 committees (e.g., safety, security, capital improvements and EEO/AA) and provides 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.

Maintains inventory/depreciation records and monitors organizational/program purchases for compliance with budget; gathers supporting data and prepares budget projections (e.g., salaries, support and travel).

Advises manager/administrator on personnel matters relating to 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 policies, regulations and operations and the inter-relationships between those operations and the groups served.

Knowledge of survey techniques and pertinent statistical, financial, business and public administration principles and practices.

Ability to effectively apply management practices, theories, techniques and methodologies.

Ability to gather, assemble and analyze facts, draw conclusions and develop solutions to organizational/program 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 and experience equal to one year of full-time administrative or technical support work (e.g., determining budget, personnel and equipment needs; compiling/evaluating statistical, historical, economic, business, financial or technical program data; interpreting or securing compliance with laws, rules and regulations; reviewing operating records/reports and evaluating their effectiveness);

an equivalent combination of education and experience substituting one year of the required experience for each 30 semester hours of the required education;

an equivalent combination of education and experience substituting 30 semester hours of graduate course work in business/public administration for the one year of required experience;

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 12 months of full-time work as an Administrative Assistant 1.

SELECTIVE CERTIFICATION

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 twelve semester hours of education, six months of experience, or a combination of both, unless otherwise indicated below, or a specific certificate, license, or endorsement in the following areas:

003 marketing research – telecommunications

087 Certified Professional Coder for Medicare (CPC)

195 Internet

238 marketing research

364 long term care

409 personal computers

415 mortgage lending experience

521 paralegal/legal assistant

602 real estate

696 TIPS (Training Intervention Procedures) certified

767 Workers’ Compensation contested case experience

863 ability to speak Spanish fluently

866 ability to speak and write Spanish fluently

880 marketing

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 full-time experience in the following areas:

064 Medicare – elderly services

916 electronic records management

Designated positions the Appointing Authority, with Iowa Department of Administrative Services – Human Resources Enterprise approval, may selectively request those applicants possessing registration in one or both of the following areas:

917 registered health information administrator (RHIA) or registered health information technician (RHIT)

440 commercial printing with substantial direct customer interface

735 experience in Unemployment Insurance/Claims/Fact-finding

Applicants wishing to be considered for such designated positions must list applicable course work, experience, certificate, license, registration, or endorsement on the application.

Effective Date: 8/08 DF