Job Description

POSITION: LegislativeAdministrative Assistant III, Administrative Services Division

GRADE: SGS06

OF POSITION: The Legislative Administrative Assistant III works under the direct supervision of the Chief Fiscal Officer and provides confidential administrative, clerical, and organizational support to the Chief Fiscal Officer and the Administrative Services Division. This position is responsible for coordinating communications, schedules, records, documents, meetings, and follow-up items; preparing and proofreading correspondence, reports, and other materials; and assisting with division operations to ensure accurate, timely, and efficient support for Bureau administrative functions.

ESSENTIAL FUNCTIONS:

• Provide administrative and clerical support to the Chief Fiscal Officer in the management of Bureau operations, personnel matters, division resources, and daily workflow to ensure the efficient operation of the Administrative Services Division.

1. Screening, relaying, and prioritizing telephone calls, messages, and correspondence for the Chief Fiscal Officer;

2. Managing visitor inquiries and directing members of the General Assembly, Bureau staff, and members of the public to the appropriate staff; and

3. Coordinating the Chief Fiscal Officer’s calendar, appointments, meetings, deadlines, and related materials.

• Serve as the primary administrative point of contact for the Chief Fiscal Officer by answering telephones, greeting visitors, responding to routine inquiries, and maintaining professional communications with legislators, legislative staff, Bureau staff, and members of the public.
• Prepare, type, edit, format, and proofread correspondence, memoranda, reports, presentations, meeting materials, and other documents for the Chief Fiscal Officer and Administrative Services Division staff.
• Assist the Chief Fiscal Officer with research, data entry, and document retrieval using Internet resources, Bureau systems, and internal programs.
• Maintain electronic and paper files, records, calendars, logs, contact lists, and reference materials in accordance with office procedures and the Chief Fiscal Officer’s instructions.
• Maintain the confidentiality of sensitive, privileged, personnel, fiscal, and administrative information received or accessed while performing assigned duties, and exercise sound judgment and discretion in all communications and records management.
• Assist with the preparation, organization, and distribution of presentations, reports, and materials requested by the Chief Fiscal Officer.
• Coordinate administrative tasks and follow-up items assigned by the Chief Fiscal Officer, including routing documents, monitoring completion of assigned work, and communicating status updates as needed.
• Assist in the training of new administrative support staff and provide backup administrative support to the Administrative Services Division and Bureau front desk as necessary.

OTHER FUNCTIONS:

• Attend training sessions, conferences, and workshops to improve skills necessary to perform the essential functions of the job.
• Perform other related duties as requested by the Chief Fiscal Officer and the Director of the Bureau.

QUALIFICATIONS/SKILLS:

• High School diploma or equivalent.
• Clerical training and skills commensurate with assigned tasks.
• Knowledge and proficiency in English grammar, spelling, and punctuation.
• Strong proofreading skills.
• Strong organizational skills, including the ability to organize workload and set priorities.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Knowledge of the operation of copy machines and multi-line telephone systems.
• Ability to communicate with Bureau Staff, state agency staff, members of the General Assembly, and members of the public.

PRODUCTION STANDARDS:

• Adept in communicating with Bureau staff, members of the General Assembly, state agency staff, and members of the public, both verbally and in writing.
• Demonstrates proficient time management skills, including the ability to complete work under strict time deadlines.
• Accurately compiles data for use by others.
• Accurately maintains files and records.
• Exhibits professional attitude, appearance, and communication skills.
• Is assertive – undertakes tasks on own initiative.
• Maintains high standard of professional ethics and exercises appropriate discretion with confidential matters.
• Continues to improve job-related skills and knowledge.
• Effectively organizes and monitors the status of projects and work flow.
• Works cooperatively at problem solving and assists coworkers with a variety of tasks.
• Functions and cooperates as part of an administrative services team, including without limitation assisting with the workload of other administrative assistants when necessary.