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171200
ADMINISTRATIVE ASSISTANT 6
AS614     $37,003 - $72,862
Creation Date: 10/29/2007
Change Date: 11/30/2018

FUNCTION OF WORK:
To serve as the confidential executive assistant to the unclassified Secretary, Deputy Secretary, Undersecretary, Assistant Secretary or equivalent high-level classified/unclassified executive of a state department.

Employees perform duties independently and exercise a high degree of independent judgment and initiative in determining the approach/action to take in non-routine situations.

LEVEL OF WORK:
Advanced.

SUPERVISION RECEIVED:
General from a high-level classified/unclassified executive.

SUPERVISION EXERCISED:
May supervise 1-2 lower-level personnel.

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

JOB DISTINCTIONS:
Differs from Administrative Assistant 5 by the presence of serving as the confidential executive assistant to the unclassified Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, or equivalent high-level classified/unclassified executive of a state department.

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

Relieves the Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, or equivalent high-level classified/unclassified executive of a variety of administrative matters by assuming delegated authority in assigned areas.

Performs and supervises administrative support activities such as maintaining files and central records, printing and duplicating services, security, purchasing of supplies and equipment, warehousing, and preparation of payroll and personnel records.

Serves as executive support.

Reviews correspondence and receives telephone calls related to the most sensitive and confidential matters and determines appropriate action to be taken.

Interprets departmental policies and procedures for staff members and the general public.

Conducts and/or supervises special projects, such as organizing charity drives or coordinating facility maintenance.

Collects and compiles budgetary data for monitoring funds and staffing levels.

Prepares materials needed for meetings, such as agendas, handouts, binders, etc.

May attend meetings and transcribe minutes.

May attend meetings in lieu of the Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, or equivalent high-level classified/unclassified executive.

May serve as backup for experienced-level professional duties, such as procurement, accounting, etc.

QUALIFICATION REQUIREMENTS:
MINIMUM QUALIFICATIONS:
Five years 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 for a maximum of one year of the required experience.
 
Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.
 
College training will substitute for the required experience on the basis of 15 semester hours for six months of experience for a maximum of four years of the required 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.