An incumbent in this class is responsible for providing administrative support and acting on behalf of a top level official.
Nature and Scope
A class incumbent reports to a cabinet, division or other appointed/elected official and is responsible for administrative operations such as but not limited to constituent relations, media and legislative inquiries and troubleshooting on behalf of the official and makes decisions in the officials absence, i.e., the appropriateness of signing documents, what meetings to attend, addressing inquiries of a sensitive and sometimes confidential nature from a variety of sources and seeing them through resolution. The incumbent confers with division directors, program managers and other operational personnel regarding policy implementation, legislative and constituent concerns and provides guidance and consultation to interdepartmental agency staff regarding policies, procedures, departmental priorities and administrative concerns. Prepares summary reports to official outlining relevant information concerning issues with recommendations for corrective action. The incumbent executes necessary follow-up to ensure project completion by staff with attention to development of issues for decision making by superior. Work involves extensive networking with internal and external entities regarding administrative and operational issues. The incumbent acts on behalf of official at conferences, committee meetings, hearings or briefings. Primary contacts are with Governor's Office, agency heads, directors, managers, union officials, outside contractors, employees, legislators and media personnel. The incumbent may supervise secretarial and clerical staff to ensure the efficient operation of the office.
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.
Directs and conducts special projects for superior that may involve issues of a sensitive or confidential nature.
Participates with other professionals and managers in planning, policy formulation, budget, and problem solving on issues being considered by agency/office.
Reviews correspondence and reports, determines level of authority that can handle issues, and directs to appropriate staff personnel for completion; oversees tracking and review of data to ensure compliance with applicable policies and procedures.
Provides liaison with general public, division directors, Governor's Office, legislators, council members, special interest groups and other state and local agencies to respond to inquiries and complaints, explain policies, and the department/division's position on issues to resolve problems.
Tracks and analyzes proposed legislation that affects office, coordinates and follows up with staff, and makes recommendations that may affect the administrative functions of the office for responses to legislative committees.
Receives media requests and is required to research issues and data and prepares appropriate media responses; prepares press releases for circulation.
Directs and oversees constituent relations function to include resolving crisis situations referred by Governor's Office, Legislators and various other entities; ensures that constituent contacts are handled appropriately, efficiently and effectively.
Develops agendas and programs for management team meetings, conferences or special presentations by the official; represents superior at meetings and on task forces when assigned.
Plans, assigns, reviews and evaluates the work of subordinate clerical and secretarial staff; plans, coordinates and directs office activities; analyzes, recommends and implements operating practices, policies and procedures.
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 principles, practices and procedures of administration and office management.
Knowledge of department/division policies, priorities and objectives; operations and functions of all program areas.
Knowledge of state government systems.
Knowledge of management principles and practices.
Knowledge of principles and practices of supervision.
Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.
Skill in oral and written communication.
Ability to work effectively and efficiently in managing multiple priorities.
Ability to effectively communicate department policy.
Ability to learn and understand the laws and regulations governing a department/division.
Ability to prepare clear and concise reports.
Ability to work with diverse groups, including agency managers, legislators, union officials and employees, each with their own priorities.
JOB REQUIREMENTS for Administrative Specialist
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Three years experience in coordinating administrative operations or functions such as coordinating organizational operations or components of functional programs, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
Six months experience in public relations, media relations or communications such as establishing and promoting a positive image with the public, informing or influencing specific audiences through the use of internal and external communications such as public forums, journalism, writing, marketing, advertising, promotions, or special events.
Six months experience in interacting with legislators, cabinet officials or interest groups as a liaison.
Six months experience in project management which includes planning, developing, implementing, managing and evaluating projects to ensure objectives are met.
Six months experience in interpreting laws, rules, regulations, standards, policies, and procedures.
Six months experience in narrative report writing.