ADMINISTRATIVE ASSISTANT                                                                                0902

 

 

DISTINGUISHING FEATURES OF THE CLASS

Under general supervision, an employee in this class is responsible for providing administrative and supervisory services for a non-County department or jurisdic­tion.  The incumbent may have duties in various areas, such as: budget prepara­tion, purchasing, personnel administration, policy recommendations, maintenance of inventory and accounts, or may act as a resource person for special projects.  The incumbent may also be responsible for the interviewing, hiring, training and supervision of clerical personnel.  Work is performed under the supervision of an administrative supervisor; and is reviewed through periodic conferences and reports.  Does related work as required.

 

TYPICAL WORK ACTIVITIES

               Supervises the maintenance of payroll, personnel, supplies and budgetary records;

               Assists in preparing departmental budget, annual reports and other special reports;

               Receives purchase requisitions from department heads; prepares bids and purchase orders; meets with vendors to discuss supply and equipment needs;

               Recommends departmental procedures and policies and interprets procedures to the clerical staff;

               May set up and supervise the maintenance of bookkeeping and stores controls on purchases;

               Supervises clerical personnel and may be responsible for interviewing, hiring and training the clerical staff;

               May prepare and evaluate procedures for the efficient processing of new ordinances, contracts, applications, permits, certificates or licenses.

 

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

Good knowledge of modern office management and organization; good knowledge of the principles and procedures of public administration and budget prepara­tion; good knowledge of modern bookkeeping methods and procedures; good knowl­edge of modern office equipment and supply requirements; ability to plan, organize and supervise the work of a clerical staff in a manner conducive to full performance and high morale; ability to develop and maintain effective clerical training programs; ability to express oneself clearly and concisely, both orally and in writing; physical condition commensurate with the demands of the position.

 

MINIMUM QUALIFICATIONS

               OPEN COMPETITIVE

               Either:

               (a)  Graduation from a New York State of regionally accredited college or university with a Bachelor’s Degree; or,

               (b)  Graduation from a standard senior high school or possession of a high school equivalency diploma, and four (4) years of administrative or supervisory experience in a position involving management or technical functions in public or business administration; or,

               (c)  An equivalent combination of education and experience as defined by the limits of (a) and (b).

 

 

               PROMOTIONAL

               Either:

               (a) Two (2) years of permanent competitive status in a non-County jurisdiction as a Secretarial Assistant, Principal Account Clerk, Principal Clerk, Principal Library Clerk, Principal Stenographer, or Principal Legal Stenographer; or,

               (b) One (1) year of permanent competitive status in a non-County jurisdiction as a Head Clerk.

              

 

R1/13/05

SUFFOLK COUNTY

Competitive