ADMINISTRATIVE ASSISTANT                                                                   0902

 

 

DISTINGUISHING FEATURES OF THE CLASS

An employee in this class performs especially difficult, complex and responsible clerical/administrative functions that may involve planning, assigning and reviewing work of a large number of clerical personnel, including subordinate supervisory personnel, in a highly specialized unit, or in multiple clerical units functioning in any of a variety of operational areas. The employee may also function as a secretary or assistant and resource person for a department/agency head, or for an administrator of a major division. Work requires independent judgment and action on complex issues. Duties may include responsibility for interviewing, hiring, training staff.  Work is performed under the general supervision of an administrator(s); and is reviewed through periodic conferences and reports.  Does related work as required.

 

TYPICAL WORK ACTIVITIES

              Performs specialized and complex administrative, technical and clerical duties assisting the department head or other administrator in the specialized operations of the department;

              Supervises one or more units performing specialized clerical/administrative functions;

              Interprets departmental and other regulations, recommends and/or develops and implements unit(s) procedures, and provides direction to assigned personnel;

              Evaluates and improves procedures to assure efficient and proper unit operations;

              Oversees maintenance of records and prepares statistical reports based on these records;

              Acts as liaison with internal and external agencies or individuals in matters of departmental concern;

              Prepares departmental reports, assembles budget data and assists in preparing departmental budget, annual reports and other special reports;

              Gathers source material for the preparation of reports, articles, speeches and other matters; assists supervisor in editing and writing copy.

              Receives purchase requisitions from department heads; prepares bids and purchase orders; meets with vendors to discuss supply and equipment needs and may set up and supervise the maintenance of bookkeeping and stores controls on purchases.

                           

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

Good knowledge of modern office management and organization; good knowledge of the principles and procedures of public administration and budget prepara­tion; good knowledge of modern bookkeeping methods and procedures; good knowl­edge of modern office equipment and supply requirements; ability to plan, organize and supervise the work of a clerical staff in a manner conducive to full performance and high morale; ability to develop and maintain effective clerical training programs; ability to express oneself clearly and concisely, both orally and in writing; physical condition commensurate with the demands of the position.

 

MINIMUM QUALIFICATIONS

              OPEN COMPETITIVE

              Either:

               (a)  Graduation from a college with federally-authorized accreditation or registration by NY State with a Bachelor’s Degree and one (1) year of office administrative experience; or,

               (b)  Graduation from a standard senior high school or possession of a high school equivalency diploma, and five (5) years of office administrative experience; or,

               (c)  An equivalent combination of education and experience as defined by the limits of (a) and (b).

 

              PROMOTIONAL

              Either:

              (a) Two (2) years of permanent competitive status as a Chief Office Assistant, Personnel Transactions Supervisor, Principal Office Assistant, Principal Stenographer, Principal Account Clerk, Principal Legal Secretary, Principal Library Clerk, Secretarial Assistant, Senior Police Operations Aide, or Senior School Substitute Coordinator.

             

 

 

R 02/06/2025

SUFFOLK COUNTY

Competitive