Administrative Assistant

 

PACIFIC STATES MARINE FISHERIES COMMISSION POSITION DESCRIPTION

Title:   Administrative Assistant                

Group Definition:  Administrative Assistants perform general office support within the framework of established guidelines, instructions, or precedents. 

 

Essential Functions:  (The functions listed below are characteristic of the type and level of work associated with this group and pay band.  They are not all-inclusive. Individual positions may perform some or all, as well as other similar work.)

At the lower end of the range, employees perform standard and non-standard clerical assignments for the office and resolve a variety of non-recurring problems.  The employee must identify and understand the issues involved, determine what steps and procedures are necessary, and decide on the order of their performance.  Completion of each transaction often involves selecting a course of action from a number of possibilities.  Typical duties at the lower end of the range may include:

• Print and photocopy materials for office members. Assemble and distribute material as directed.
• File office documents in established filing systems.
• Send, receive, and distribute faxes for staff members.
• Receive and distribute mail for the office.
• Assemble, address, and apply appropriate postage to the office's outgoing mail.
• Examine documents for completeness, discrepancies, and special requirements. Assure grammar, spelling, and punctuation is correct. Obtain missing information or clarify discrepancies. Assign control numbers. Enter data into office database.
• Draft brief correspondence, standardized reports, and standardized memos for office members.
• Answer telephone, route calls, and provide general assistance to callers.
• Take minutes at meetings.

At the upper end of the range, assignments are unusually difficult and complicated because they are subject to rules, regulations and procedures that do not offer a clear course of action in all instances.  Typical duties may include:

• Prepare and distribute confidential information.
• Edit and finalize correspondence, testimony, and scientific documents. Assure grammar, punctuation, and spelling are correct. Refer questions on technical issues to subject matter specialist.
• Audit and maintain filing system for the office.
• Arrange meetings and conference calls for office staff.
• Gather, summarize, and follow up on various short-term assignments and on information requested by parties outside the immediate office.
• Consolidate budget estimates into a complete budget request for the work unit.
• Perform general office equipment checks and maintenance.

Knowledge Required by the Position:

• Extensive knowledge of rules, organization operations, or business practices sufficient to perform complex, interrelated, or one-of-a-kind clerical processing procedures.
• Ability to compile and summarize information and data.
• Ability to identify inaccuracies or anomalies in information.
• Ability to interpret guidelines and procedures in light of the facts of a particular situation.
• Knowledge of grammar, spelling, punctuation, and correspondence style and formats.

Additional Mandatory/Desirable Knowledge: ( A pick list.  Supervisor makes selection and indicates whether M or D for candidate to possess at time of hire.)

• word processing                               
• spreadsheets
• keyboarding skills                             
• electronic and paper filing procedures and systems
• other ________________

Supervisory Controls: 

At the lower end of the range, the work is assigned in terms of objectives, priorities, and deadlines.  The employee independently plans and carries out successive steps according to the specific requirements of each case.  The supervisor or a higher level employee is informed of unusual situations and provides help with unusual problems.  Completed work is evaluated for appropriateness and effectiveness.

At the upper end