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168010
ADMINISTRATIVE ASSISTANT 2
AS607     $19,760 - $38,792
Creation Date: 01/17/2005
Change Date: 11/04/2013

FUNCTION OF WORK:
To provide secretarial support for a professional, supervisor or manager, and in some cases, subordinate staff of that individual.

OR

To provide highly-skilled keyboarding support in the transcribing and recording of information.

Employees perform recurring duties independently, however, are given specific instructions for non-routine assignments as needed.

LEVEL OF WORK:
Experienced.

SUPERVISION RECEIVED:
General from a professional, supervisor or manager.

SUPERVISION EXERCISED:
None.

LOCATION OF WORK:
May be used by all state agencies.

JOB DISTINCTIONS:
Differs from Administrative Assistant 1 by the presence of responsibility for duties that begin requiring independent judgment and initiative to perform.

Differs from Administrative Assistant 3 by the absence of responsibility for serving as secretarial support to a mid-level manager or performing advanced keyboarding duties.

EXAMPLES OF WORK:
EXAMPLES BELOW ARE A BRIEF SAMPLE OF COMMON DUTIES ASSOCIATED WITH THIS JOB TITLE. NOT ALL POSSIBLE TASKS ARE INCLUDED.

SECRETARIAL
Screens telephone calls and visitors according to supervisor's request; may refer calls to appropriate staff.

Prepares, proofreads, and edits correspondence, reports, and other materials.

Maintains files and reference manuals/materials; ensures confidentiality of information, as necessary.

Maintains supervisor's calendar, as instructed, making appointments and arranging meeting rooms and materials.

Sorts and distributes incoming mail.

May perform administrative functions such as payroll preparation, travel reports, supply requisitions, etc.

KEYBOARDING
Sets up and types a wide variety of correspondence, reports, tables, records, case histories, hearings, etc. from rough draft, dictation, dictating machine or instructions.

Types material that involve knowledge of special terminology.

Attends meetings and transcribes minutes; may serve as hearings reporter by recording verbatim testimony and transcribing into prescribed format.

Proofs typing results for typographical errors, spelling, punctuation and format accuracy.

Establishes and maintains electronic files for identifying, recording and classifying stored data; extracts, assembles and merges stored information to create new documents.

QUALIFICATION REQUIREMENTS:
MINIMUM QUALIFICATIONS:
One year of experience in which clerical work was a major duty.
 
SUBSTITUTIONS:
Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience.
 
Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for the required one year of experience.
 
College training will substitute for the required experience on the basis of 15 semester hours for six months of experience.
 
NOTE: 
Business or technical school training with less than completion will only be credited in six month increments.  Similarly, college training will only be credited in 15 semester hour increments.
 
NOTE:
Any college hours or degree must be from a school accredited by one of the following regional accrediting bodies:  the Middle States Commission on Higher Education; the New England Commission of Higher Education; the Higher Learning Commission; the Northwest Commission on Colleges and Universities; the Southern Association of Colleges and Schools; and the Western Association of Schools and Colleges.