An incumbent in this class is responsible for providing administrative support for and acting on behalf of a top level executive.
Nature and Scope
A class incumbent reports to a cabinet or other appointed/elected official responsible for a large diverse department. An incumbent in this class works independently on behalf of the superior and is responsible for administrative operations of the office, such as but not limited to communications, research activities, handling critical and/or sensitive issues. The class incumbent provides guidance and consultation to division directors regarding policy implementation and problems, department priorities and administrative concerns. The incumbent keeps the superior apprised of relevant matters. The work involves making recommendations and offering alternatives for actions to be taken for problem resolution. The incumbent executes necessary follow-up to ensure project completion by staff with attention to development of issues for decision making by superior. A significant aspect of the work involves frequently representing superior on advisory councils, task forces and before committees. Principal contacts are with Division Directors, Cabinet Secretaries, the Governor's Office, council members, legislators, special interest groups and the general public concerning complaints and department directives. 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.
Confers with Division Directors regarding policy implementation, personnel operational, legislative and constituent concerns; prepares memorandum to superior outlining relevant information including recommendations for actions to be taken. Ensures division's compliance with department policies.
Reviews correspondence and reports; determines level of authority that can handle the complaint or issue; oversees tracking, reporting and review of data relating to violations and complaints; ensures intervention to correct problems and keeps the superior appropriately briefed.
Provides liaison with the general public, Division Directors, Governors Office, legislators, council members, special interest groups, other state/federal agencies to respond to inquiries and complaints, explain policies and the department's position on issues, to resolve problems and oversee implementation of department directives.
Oversees constituent relations including resolving crisis situations in service delivery referred by the Governor's Office, legislators, other agencies and the public; ensures that constituent contacts are handled quickly and responsively.
Represents superior at council meetings and on task forces.
May plan, assign, review and evaluate the work of subordinate clerical and secretarial staff; plans, coordinates and directs office activities; analyzes, recommends and implements operating practices, policies and procedures.
Participates in drafting and analyzing legislation; gives testimony on bills; represents department at committee hearings and keeps superior informed of status.
Prepares budget for the unit and tracks expenditures.
Develops agenda and programs for Department management team meetings, conferences and retreats.
Gathers and analyzes information and prepares department accomplishment and activity reports for Governor's Office.
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, office management and budgetary control.
Knowledge of department policies, priorities and objectives; operations and functions of all divisions of department.
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 wide variety of sources.
Skill in staff supervision.
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.
Ability to prepare clear and concise reports.
Ability to development and maintain effective relations with associates, employees, the public and government officials.
JOB REQUIREMENTS for Executive Assistant Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Six months experience in public policy administration such as overseeing and directing the development, implementation and evaluation of public policies.
Three years experience in interpreting governmental law, constitutional law, regulatory interpretation, or legislation.
Six months experience in interacting with legislators, cabinet officials or interest groups as a liaison.
Three years experience in program evaluation which includes evaluating programs and services to identify problems, determine compliance and evaluate the effectiveness and efficiency to ensure program goals and overall objectives are met.
Three years experience in recommending alternatives, improvements, courses of action and other changes based on findings.
Six months experience in budget administration which includes managing, developing, analyzing and implementing budgets; developing strategic plans and establishing internal control.
Six months experience in narrative report writing.