Admin Assistant Vi – 2286327-0

This is administrative work which involves responsibility for assisting in the formulation and direction of the activities of an institution, department, or agency of state government. The work includes assisting and advising the administrative superior regarding activities to be undertaken, and in directing and supervising specific phases of operations in performing a variety of important administrative duties. The work also includes responsibility for analyzing administrative problems and requires the exercise of a high degree of independent judgment in the establishment, interpretation, application and enforcement of statutes, rules, regulations and policies. Incumbents usually work under the general supervision of the head of an institution, department or agency. The work is subject to review through conference, personal inspection and written reports for conformity with established policies, rules and regulations.

Examples of work performed in this classification include, but are not limited to, the following:

Coordinates and assigns work to office staff.

Reviews the work of office staff for quality and accuracy.

Performs general clerical functions in assistance to the administrative superior which requires operating general office equipment.

Maintains calendar of events and personal agendas.

Maintains department/program files and records.

Assists in preparing budgets for the department.

Drafts and prepares correspondence.

Communicates policies, procedures, and federal and state regulations related to the agency.

Reads and interprets related policies, regulations, and statutes.

Organizes and schedules meetings.

Prepares and disseminates written and verbal information on department/program activities.

Assesses and communicates productivity of department/programs.

Researches and collects information needed to facilitate activities.

Uses analytical abilities in resolving problems and issues as they arise.

Assists in the contract process.

Assists in the preparation for Requests for Proposals (RFPs) as necessary by the agency.

Compiles data and prepares special reports.

Generates regular reports.

Prepares, reviews and processes various requests and requisitions.

Completes various forms related to office activities.

Continues the responsibilities of the director or administrative head in their absence as directed.

Ensures that daily activities of the office are continued in the absence of an administrative superior.

Supervises the activities of office as directed.

Performs related or similar duties as required or assigned.

These minimum qualifications have been agreed upon by Subject Matter Experts (SMEs) in this job class and are based upon a job analysis and the essential functions. However, if a candidate believes he/she is qualified for the job although he/she does not have the minimum qualifications set forth below, he/she may request special consideration through substitution of related education and experience, demonstrating the ability to perform the essential functions of the position. Any request to substitute related education or experience for minimum qualifications must be addressed to the Mississippi State Personnel Board in writing , identifying the related education and experience which demonstrates the candidate's ability to perform all essential functions of the position.

EXPERIENCE/EDUCATIONAL REQUIREMENTS:

Education:
A Master's Degree from an accredited four-year college or university;

AND

Experience:
Three (3) years of experience in work related to the described duties.

OR

Education:
A Bachelor's Degree from an accredited four-year college or university;

AND

Experience:
Four (4) years of experience in work related to the described duties.

OR

Education:
Graduation from a four-year high school or equivalent (GED or High School EquivalencyDiploma);

AND

Experience:
Eight (8) years of experience in work related to the described duties.

Substitution Statement:

Graduation from a standard four-year high school or equivalent (GED or High SchoolEquivalencyDiploma), related education, and related experience may be substituted on an equal basis.

Additional essential functions may be identified and included by the hiring agency. The essential functions include, but are not limited to, the following:

1. Assists administrative superior in the operations and supervision of a department and/or specific program/project within a state agency.

2. Serves as liaison and representative of the department and/or programs to agency personnel, to other public and private organizations, and to the general public.

3. Prepares and processes reports, legal documents, requests and other departmental paperwork.

4. May serve in the role of administrative superior in his/her absence.

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