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Administrative Specialist I (#MAAA01)
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$26,048.00 Yearly Min / $32,560.00 Yearly Mid / $39,072.00 Yearly Max


Administrative Specialist II (#MAAA02)
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$27,870.00 Yearly Min / $34,838.00 Yearly Mid / $41,806.00 Yearly Max


Administrative Specialist III (#MAAA03)
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$29,825.00 Yearly Min / $37,281.00 Yearly Mid / $44,737.00 Yearly Max




Description of Occupational Work

This class series uses three levels in the Administrative Services occupational group, Administrative Support occupational series and describes technical and administrative work done in support of an agency's business, programs, projects and operations. Administrative Specialists carry out a variety of activities in support of general administrative services such as budgeting, accounting, purchasing, human resources and related activities, or agency operations or state/federal programs.

Work involves creating word processing documents typically using a standardized software package such as Word; creating and maintaining databases typically using a standardized software package such as Access; creating and maintaining spreadsheets typically using a standardized software package such as Excel; creating original presentations typically using a standardized software package such as Power Point. Creating and producing these support documents requires applying advanced technology skills.

Positions assigned work to update, enter, modify, retrieve and report on data in an established information system's database are considered in the classification of Operations Support Specialist.                

The extent to which positions use the computer applications will vary due to specific work assignments; however, the overall concept of the level of work will be used to make classification decisions. 

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.

  • Applies agency laws, rules, regulations, policies and procedures in maintaining and  processing agency information.
     
  • Creates official agency word processing documents; creates and maintains agency databases typically using Access or similar software packages; creates and maintains spreadsheets; creates original presentations using software packages.
     
  • Serves as a liaison with the public, clients, agency staff and others to exchange information and explain agency services, laws, rules, regulations, policies and procedures.
     
  • Assures effective coordination of operational functions.
     
  • Establishes tracking and monitoring systems and conducts follow up to ensure effective resolution of matters.
     
  • Obtains, organizes and drafts technical and administrative material necessary for public information or departmental use.  Collects and compiles data to prepare reports and provide supporting documentation. 
     
  • Analyzes routine operating practices and procedures and makes recommendations to ensure smooth and efficient office operation.
     
  • Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, program and project activities.
     
  • May oversee or supervise lower level employees. 

Levels of Work

Administrative Specialist I

This is the first level of administrative specialist work processing administrative and program information utilizing word processing, spreadsheet and database computer applications.

  • Word processing documents produced typically require formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications.  Spreadsheets produced typically require recording/arranging data and creating charts/graphs.  Database applications typically requires creating and maintaining the database as the sole support and includes activities such as design, create and edit file structures; sort/filter tables; and create/modify queries.
  • Principal contacts are for the purpose of obtaining or verifying information in the processing of agency program data, to provide technical assistance concerning system processed information and resolving problems relating to procedures and delinquent deadlines.

Administrative Specialist II

This is the second level administrative specialist work organizing and coordinating administrative activities in support of a variety of operational areas. Positions assigned to this level report to an administrator typically responsible for a program area involving several functional areas or a statewide program operating from a central office for which the incumbent performs support services of a diverse and complex nature.

  • Word processing documents produced typically require composing correspondence in addition to the work performed at the I level, i.e., formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications. Spreadsheets produced typically require developing formulas for calculations, analyzing data to make projections, creating a spreadsheet database, query database and developing/printing reports, create and use macros in addition to the work performed at the I level, i.e., recording/arranging data, creating charts/graphs. Database applications typically require creating and maintaining the database as the sole support and includes activities such as performing calculations and embedding objects in addition to the work performed at the I level, i.e., design, create and edit file structures; sort/filter tables; and create/modify queries. Presentations typically require developing layout, outline, slide presentation and handouts to create original presentations.
  • Obtains administrative information for which an administrator may base his/her decisions for making recommendations.
  • Keeps superior apprised of issues and accomplishments, follows up and tracks work flow and resolves problems relating to procedures and deadlines.
  • Principal contacts are for the purpose of coordinating administrative details with the agency's other programs/functions or with other state/federal agencies and private businesses.

Administrative Specialist III

This is the third level of administrative specialist work providing administrative support in a variety of operational areas to a Division Director, Deputy Director or head of a large operating unit or an administrative official typically at the upper management level.  A significant aspect of the work is representing the agency on behalf of the superior in providing guidance and consultations to all levels of management on policy questions and administrative matters. Typically, only one Administrative Specialist III will be allocated to a manager as described above.

  • Word processing documents produced typically require composing correspondence, formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications. Spreadsheets produced typically require developing formulas for calculations, analyzing data to make projections, creating a spreadsheet
    database, query database and developing/printing reports, create and use macros,   recording/arranging data, creating charts/graphs.Database applications typically require creating and maintaining the database as the sole support and includes activities such as performing calculations and embedding objects, design, create and edit file structures; sort/filter tables; and create/modify queries. Presentations typically require developing layout, outline, slide presentation and handouts to create original presentations.
  • Conducts limited research and analyses of agency services or other situations requiring agency action to determine, implement or authorize an appropriate course of action. Briefs management on potential areas of difficulties.
  • Coordinates operations and/or components of functional programs with Federal, local and state agencies to accomplish identified goals and objectives and assist in the administration and management of staff functions.
  • Principal contacts are with department directors, division administrators, agency management, and executives outside the department and elected officials to confer and advise on the resolution of problems. Frequently handles highly sensitive, confidential, and/or political issues on behalf of the superior in situations critical to overall agency operations. 

Knowledge, Skills and Abilities

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.

  • Knowledge of operations, services, programs and agency organization.
  • Knowledge of program policies, procedures, and requirements.
  • Knowledge of state and federal laws and regulations related to the area of assignment.
  • Knowledge of administrative support practices and procedures.
  • Knowledge of grammar, punctuation, spelling and composition.
  • Knowledge of the methods and techniques in composing written communications such as responses to inquiries and narrative reports.
  • Skill in applying basic and advanced tools used in word processing applications.
  • Skill in applying the tools used in creating and modifying spreadsheet and database applications.
  • Skill in coordinating agency/program operations.
  • Ability to oversee the work of lower level clerical employees.
  • Ability to establish and maintain effective working relationships.
  • Ability to understand, explain, and apply rules, regulations, policies and procedures.
  • Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities.
  • Ability to communicate effectively with staff, employees and public.

In addition to the above knowledge, skills and abilities, the Administrative Specialist II requires:

  • Knowledge of principles and practices of general administration.
  • Skill in coordinating diverse activities to ensure completion of projects and work assignments.

In addition to the above knowledge, skills and abilities, the Administrative Specialist III requires:

  • Knowledge of department/division policies, priorities and objectives, operations and functions of all program areas.
  • Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.
  • Skill in drawing conclusions and developing solutions to operational or service problems. 

Job Requirements

JOB REQUIREMENTS for Administrative Specialist I
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

  1. Six months experience in coordinating office activities such as planning/coordinating meetings or conferences; tracking workflow and follow up; composing meeting notes; directing clients/customers; explaining services to the public and customers/clients; establishing or maintaining filing/record systems.
  2. Six months experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies and procedures, resolve deficiencies, interpret information, and track and monitor activities.
  3. Six months experience in using standard computer software programs for word processing, spreadsheets or databases.
  4. Six months experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.

CLASS:
MAAA01
EST:
REV:
FORMERLY JOB CLASS:
12104

CLASS:
MAAA02
EST:
7/1/2002
REV:
1/1/1900
FORMERLY JOB CLASS:
12105

CLASS:
MAAA03
EST:
7/1/2002
REV:
1/1/1900
FORMERLY JOB CLASS:
12106