Administrative Management and Support

Description

Jobs in this family provide support for program/agency activities and operations. These may include data entry, production, basic inventory tracking, document and records management, clerical, medical coding, office management, or budget support activities. Duties may include explaining and applying rules, policies, and procedures; providing basic research and analysis; interpretation of rules, policies, procedures, and laws; and serving in a liaison role to provide support.

Typical functions

The functions within this job family will vary by level, but may include the following:

  • Provide basic clerical support and data-entry.
  • Procure supplies and equipment.
  • Assist with maintaining, monitoring, and/or developing budgets.

The work assigned to positions in this series ranges from entry-level support work to management of all administrative support functions for a state facility or agency.

Administrative Support Clerk

First-level administrative support position that works within set guidelines and under direct supervision to perform simple and repetitive clerical, printing, and mail related tasks including but not limited to basic filing, copying, opening and sorting of documents, and data entry.

Knowledge, skills & abilities

Knowledge of general office practices. Ability to maintain clerical records and operate basic office equipment. Ability to interact on the telephone or in person with the public.

Typical qualifications

0-1 year of experience. (Substitutions may be allowed.)

Pay grade
G2

Administrative Support Assistant

Second-level administrative support position that performs a variety of clerical, printing, and mail related tasks in support of a work unit. Employees at this level are required to have a knowledge of the procedures and processes applicable to the performance of the work and to organize their work on a daily or weekly basis by exercising independence and judgment that is greater than lower level positions. May provide work direction to lower-level positions.

Knowledge, skills & abilities

In addition to those identified in the previous level: Knowledge of the processes and procedures applicable to assigned area. Skill in the operation of office equipment. Ability to organize work assignments. Ability to provide guidance to other employees.

Typical qualifications

1-3 years of relevant experience. (Substitutions may be allowed.)

Pay grade
G4

Lead Administrative Support Assistant

Seasoned vocational administrative support position.  At this level, employees have specialized knowledge of an administrative or programmatic function, and may function as an office manager.  Within support area may make recommendations for review and approval of executive staff; assist in developing future budget projections for all units agency-wide; and review requests and prioritize needs for executive staff review. May provide work direction to lower-level positions.

Knowledge, skills & abilities

In addition to those identified in the previous levels: Ability to evaluate proposed legislative changes and make recommendations for executive staff review. Ability to analyze current expenditures and develop budget projections.

Typical qualifications

3-5 years of relevant experience. (Substitutions may be allowed.)

Pay grade
G5

Administrative Support Professional

Supervisory positions at this level are accountable for overseeing and coordinating the work of staff doing a limited range of general activities in direct support of agency programs or operations, including but not limited to clerical, printing services, mail services, medical coding, administrative, and other business support activities ensuring the timely, accurate, and efficient flow of work in the office or department.  Employee supervision includes hire recommendations, training, planning and assigning work, performance assessment, coaching, and progressive discipline. Supervision at this level also requires these employees to have the knowledge and skills to perform and review the work overseen.

Professional individual contributors positions at this level are accountable for a variety of support service functions such as personnel; expenditure control; accounting; maintenance of files and records; maintenance and upkeep of buildings and grounds; requisitioning, storage, issuance, and/or local procurement of supplies and equipment; approval of requisitions for payment of operating expenses; selection, placement, and supervision of staff; and operation of a central switchboard and/or printing and mailing. Assists agency directors, administrators, commissioners, their deputies, and other executive service management in the administration of agency programs and operations in the coordination of communications internally and externally, and in representing the agency to the public, special interest groups, the legislature, and the media.

Knowledge, skills & abilities

In addition to those identified in the previous levels: Knowledge of the principles and practices of office management and/or supervision.  Knowledge of a variety of support service functions, and rules and regulations related to those areas. Ability to mentor, coach, and develop skills of staff.  Ability to oversee and coordinate support operations to attain work objectives.

Typical qualifications

4-6 years of relevant experience or a Bachelor’s degree and 0-2 years of relevant experience. (Substitutions may be allowed.)

Pay grade
G8

Administrative Manager

Seasoned manager accountable for senior administrative management of day-to-day operations of a department and assigned programs or projects; either directly or through the oversight of subordinate supervision. At this level, employees plan, assign, and review the work of others; adjust work assignments and schedules to maintain adequate staffing levels and respond to fluctuating workloads; provide leadership and guidance to administrative staff; evaluate employee performance and prepare performance appraisals; and implement department policy. Accountable for having input into setting a budget and responsible for staying within an assigned budget.

Knowledge, skills & abilities

In addition to those identified in the previous levels: Knowledge of principles and practices of effective administration.  Skill in assessing fiscal needs, providing recommendations, and monitoring expenses. Ability to manage staff and direct workflow.

Typical qualifications

5-7 years of relevant experience and 2-4 years of supervisory experience. (Substitutions may be allowed.)

Pay grade
G13