State of Maryland

An Administrative Aide is work providing secretarial support to an official, administrator or administrative staff. Employees in this classification type on typewriters or on keyboards of personal computers, computer terminals or word processors using word processing software. Employees in this classification do not supervise.

Employees in these classifications receive supervision from an official, administrator or administrative staff.

The Administrative Aide classification is differentiated from the lower level Office Secretary I, II and III classifications, and the higher level Management Associate classification based on the total points accrued by the application of the Office Secretary Point Factor System. The job evaluation factors are: Education, Starting Experience, Skills Required, Training Time, Working Conditions, Ingenuity and Complexity, Supervision Received, Consequence of Error, Supervision and Training Given and Personal Contacts. The point range requirements for the Administrative Aide classification is 1251 – 1550 points. The point range requirements for the Office Secretary I classification is 600 – 749 points. The point range requirements for the Office Secretary II classification is 750 – 990 points. The point range requirements for the Office Secretary III classification is 991 – 1250 points. The point range requirements for the Management Associate classification is 1551 plus points.

Provides secretarial support to one or more officials, administrators or administrative staff;

Types manuscripts, correspondence, reports and other documents using a typewriter or using a keyboard of personal computers, computer terminals or word processors;

Interprets administrative decisions and policies to staff and transmits instructions with the authority of the supervisor;

Acts as an intermediary for the supervisor maintaining frequent contacts with public and private executives, professional staff and other officials;

Relieves the supervisor of operational details by assembling, compiling and summarizing data into a concise form and preparing reports;

Drafts routine and complex correspondence;

Receives telephone calls and visitors and arranges for appointments and interviews;

Provides information to callers in regard to laws, rules, regulations, operations and procedures governing the agency's operations;

Obtains material from a variety of sources to be used for articles, reports and speeches;

Maintains important and confidential records, schedules, expense accounts and office supplies;

Reads reports and summarizes information to facilitate the supervisor's review;

Types manuscripts, correspondence, statements, tables and forms from corrected copy, rough draft or oral instruction;

Opens, sorts, reads and distributes incoming correspondence;

Proofreads outgoing correspondence and reviews records for completeness and accuracy;

Prepares and maintains statistical and numerical reports and records;

Develops special forms and summaries using a variety of records in order to secure complete and accurate information;

Composes and signs outgoing correspondence;

Develops, revises and implements office procedures;

May use word processing, database, spreadsheet or desktop publishing computer software applications in order to prepare reports, charts, graphs or other documents;

May enter, update, verify and retrieve data using computer data base or spreadsheet software applications;

May take dictation using shorthand or speedwriting and transcribe dictation from a transcribing machine;

Performs other related duties.

A Class Description provides information about the Nature of Work, Examples of Work and General Requirements for a classification in the Management Service or a classification in the Skilled or Professional Service in which all positions have been designated Special Appointments. Required Knowledge, Skills, and Abilities; Minimum Education and Experience Requirements; Special Requirements; and recruitment and testing procedures are set by the using agency.

Class descriptions broadly define groups of positions used by various State departments and agencies. Position descriptions maintained by the using department or agency specifically address the essential job functions of each position.