Definition
Performs advanced administrative program work with a high level of complexity, diversity, and scope as a representative in internal and external matters, and serves as an executive assistant to a division administrator, deputy director, or non-cabinet-level agency director; performs related work as required.
The work examples and competencies listed below are for illustrative purposes only and not intended to be the primary basis for position classification decisions.
Work Examples
Responds to internal and external inquiries, schedules and organizes meetings, and prepares documents and reports in support of program operations.
Tracks legislation, policies, and procedures, and prepares summaries or briefings for leadership.
Coordinates complex internal processes and workflows across program areas.
Prepares executive-level reports, summaries, and communications with minimal oversight.
Serves as liaison to division administrators or bureau chiefs, representing leadership at meetings and discussions within defined parameters.
Serves as a liaison between program leadership and internal stakeholders, ensuring follow-up on assigned tasks and initiatives.
Applies agency policies to address administrative problems and ensure compliance.
Independently manages scheduling, document flow, and communication for high-level managers.
Collects and analyzes program and related data for accuracy, feasibility, and impact; develops written recommendations and action proposals.
Investigates complaints and inquiries from legislators, the public, or interest groups; drafts technical correspondence explaining the agency’s position on policy matters.
Plans, organizes, and manages special projects on behalf of division administrators or deputy director.
Represents the division at internal and external meetings and communicates leadership’s position on complex or sensitive issues.
Evaluates agency work processes and operational procedures for efficiency and effectiveness; recommends improvements to leadership.
Competencies Required
Knowledge:
- Law and Government – Laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
- English Language – The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
- Administration and Management – Business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
- Clerical Procedures – Word processing, managing files and records, designing forms, and other office procedures and terminology.
- Customer and Personal Service – Principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Abilities:
Law and Government – Understand and adhere to applicable laws, legal codes, administrative rules, and regulations.
Clerical – Maintain complex clerical records.
Written Expression – Communicate information and ideas in writing so others will understand.
Written Comprehension – Read and understand information and ideas presented in writing.
Speech Clarity – Speak clearly so others can understand.
Speech Recognition – Identify and understand the speech of another person.
Oral Expression – Communicate information and ideas in speaking so others will understand.
Oral Comprehension – Listen to and understand information and ideas presented through spoken words and sentences.
Deductive Reasoning – Apply general rules to specific problems to produce answers that make sense.
Inductive Reasoning – Combine pieces of information to form general rules or conclusions.
Skills:
Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Reading Comprehension – Understanding written sentences and paragraphs in work related documents.
Speaking – Talking to others to convey information effectively.
Writing – Communicating effectively in writing as appropriate for the needs of the audience.
Judgment and Decision Making – Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Service Orientation – Actively looking for ways to help people.
Complex Problem Solving – Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Minimum Qualification Requirements
Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:
Graduation from an accredited four-year college or university with a degree in any field, and experience equal to three years of full-time work in administrative support (e.g., screening visitors and callers; opening/distributing mail, typing/proofing documents, letters, and reports; organizing files; scheduling meetings/appointments; arranging travel; processing travel claims; ordering supplies/equipment) or technical support work (e.g., determining budget, personnel, and equipment needs; compiling/evaluating statistical, historical, economic, business, financial or technical program data; interpreting or securing compliance with laws, rules and regulations; reviewing operating records/reports and evaluating their effectiveness).
A total of seven years of education and/or full-time experience (as described in number one), where thirty semester hours of accredited college or university coursework in any field equals one year of full-time experience.
All of the following (a, b, and c):
One year of full-time work experience as described in number one; and
A total of four years of education and/or full-time experience (as described in part a), where thirty semester hours of accredited college or university coursework in any field equals one year of full-time experience; and
A total of two years of graduate-level education and/or full-time experience (as described in part a), where twenty-four semester hours of accredited graduate college or university coursework in any field equals one year of full-time experience.
Current, continuous experience in the state executive branch that includes eighteen months of full-time work as a Program Assistant 2.
Effective date: 09/26 SA