IOWA DEPARTMENT OF ADMINISTRATIVE SERVICES –

HUMAN RESOURCES ENTERPRISE

 

CLASSIFICATION GUIDELINES

 

ADMINISTRATIVE ASSISTANT SERIES

 

CLASSES IN THE SERIES

 

Class Code

Class Title

 

 

00708/90708

Administrative Assistant 1

00709/90709

Administrative Assistant 2

 

SERIES CONCEPT

 

Positions in this series function as an assistant to a manager/administrator and have a thorough knowledge of the programs and organization under his or her control.  They perform administrative program work that approximates the entry professional level (e.g., statistical research and analysis, management analysis, information/public relations, office management and program management/coordination) for which no other occupational series has been established.  Duties include the following:

 

1)

conducts surveys, literature searches and examines existing files/records to gather data for analysis; consolidates data, summarizes results and prepares non-standard written reports that include findings, conclusions and recommendations;

 

 

2)

observes work processes and interviews staff; identifies problems and possible solutions; recommends process changes (e.g., work distribution, individual work assignments, and new or revised policies and procedures); drafts or assists in the drafting of rules, policies, procedures and manuals;

 

 

3)

responds to controversial/sensitive information requests from citizens, public officials, interest groups and the press; investigates/resolves customer complaints and recommends corrective action; prepares or assists in the preparation of annual and special reports;

 

 

4)

represents supervisor in meetings/conferences; presents management's position on specific issues; negotiates settlement of disputes/commits agency to action within parameters established by manager/administrator;

 

 

5)

manages office and may direct administrative support staff; handles purchasing, leasing and maintenance of office equipment/facilities and office supplies; assembles data for use in budget projections and maintains budget work sheets; monitors expenditures for deviations/ trends; drafts office policies and serves as the contact person on human resources and information technology issues.

 

 

6)

drafts policies/procedures for a support program (e.g., communications monitoring system and drivers license testing/issuance) and revises if laws/regulations change; monitors the program's compliance with rules/procedures and goals/objectives established by the manager/administrator; assumes hands-on program responsibility/accountability.

 

EXCLUSIONS:

 

Positions that are assigned or incumbents who perform:

 

 •

administrative support duties (e.g., secretaries);

 •

technical program duties;

 •

duties classifiable in one of the established professional/administrative classes (e.g., Budget/Management Analyst, Information Specialist, Purchasing Agent, etc.);

 •

duties sufficient for a supervisory exemption from collective bargaining.

 

CLASS DISTINCTIONS

 

Classification level factors applicable to this series are:

 

 1)

the size/diversity of the organization and its programs;

 2)

location and impact of work issues/problems;

 3)

personal work contacts;

 4)

freedom to act/supervisory controls.

 

Description of these factors are as follows:

 

Administrative Assistant 1

 

 1)

size/diversity of the organization and its programs are a small part of the entire agency/ institution;

 2)

work issues primarily involve day-to-day operations, are close to the mainstream of production and seldom have an impact outside the agency;

 3)

work contacts are primarily internal within the agency or institution;

 4)

represents/speaks for manager/administrator on narrow issues and can only bind the agency/settle disputes within specific parameters set by supervisor.

 

Administrative Assistant 2

 

 1)

the size/diversity of the organization and its programs are a moderate to large part of the entire agency/institution;

 2)

work issues cross organizational/agency lines and have impact outside the agency/institution;

 3)

work contacts are both internal within and external to the agency/institution;

 4)

represents and speaks for manager/administrator on most issues and can bind the agency or settle disputes within general parameters set by the manager/ administrator.

 

The following descriptions of administrative support, technical program and administrative program work are also applicable to this guideline:

 

Administrative Support Work - work that relieves technical/administrative program employees of the more tedious and time consuming aspects of their jobs.  Duties: 1) receives/screens visitors and telephone callers to the office; 2) opens/distributes mail; 3) types/proofs documents, letters and reports; 4) organizes/maintains files; 5) copies/mails letters and reports; 6) schedules meetings/appointments and arranges travel; 7) processes travel claims and orders office supplies/equipment.

 

Technical Program Work - process oriented service delivery work requiring in depth knowledge of a program's rules, policies and procedures.  Duties: 1) serves as a process expert in assigned program area and provides detailed responses to questions on program services, eligibility requirements, application procedures, processing steps and time frames; 2) reviews applications, claims, etc. for administrative/procedural requirements and makes eligibility determinations; 3) communicates decisions to customers and receives/processes complaints and appeals; 4) gives feedback on work processes/methods and participates in process improvement projects; 5) helps train new employees and write operating manuals.

 

Administrative Program Work - program planning, development, coordination, evaluation and management work.  Duties: 1) conducts research and determines cost of resources needed to provide program services; 2) writes program plan and prepares grants/budget requests to secure funding; 3) explains/defends program needs to funding approval authorities; 4) develops program rules, processes, procedures, forms, etc.; 5) secures office space and supplies/equipment; 6) hires and trains program employees; 7) investigates complaints, surveys customers and evaluates performance of employees/work processes; 8) develops long term plans for program operation.

 

Effective Date:         6/98       JG