Class Code:  00708

90708

 

IOWA DEPARTMENT OF ADMINISTRATIVE SERVICES

HUMAN RESOURCES ENTERPRISE

 

ADMINISTRATIVE ASSISTANT 1

 

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.  Refrains from dishonest behavior.

Works and communicates with all clients and customers providing polite, quality professional service.

Displays a high level of initiative, effort, attention to detail and commitment by completing assignments efficiently with minimal supervision. 

Follows policy and cooperates with supervisors and aligns behavior with goals of the organization.

Fosters and facilitates cooperation, pride, trust, group identity and team spirit throughout the organization.

Exchanges information with individuals or groups effectively by listening and responding appropriately.

 

EDUCATION, EXPERIENCE, AND SPECIAL REQUIREMENTS

Graduation from an accredited college or university;

OR

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;

OR

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

OR

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

OR

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

606       facility rental and event coordinator

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:

 

       735       unemployment insurance/claims/fact-finding

916       electronic records management

 

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

 

 

Effective Date:   12/13 CH