Administrative Assistant

Administrative Assistant

Openings: 1
Rate: $10.00 – $15.00
Hours Available: P/T, FT

SKILLS, KNOWLEDGE, ABILITIES AND TASKS

(Technical and Functional Expertise)

Skills

Note: The technical and functional skills listed below are based on general occupational qualifications for Administrative Assistant commonly recognized by most employers.  Typically, you will not be required to have all of the skills listed to be a successful performer.  Recruitment and selection standards for an individual state job must be based on the specific knowledge, skills, and abilities for that job as indicated in the job announcement and job description in the Employee Work Profile.

  1. Understanding written sentences and paragraphs in work related documents.
  2. Communicating effectively in writing as appropriate for the needs of the audience.
  3. Adjusting actions in relation to others’ actions.
  4. Talking to others to convey information effectively.
  5. Managing one’s own time and the time of others.
  6. 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.
  7. Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  8. Using mathematics to solve problems.
  9. Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
  10. Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Knowledge

Note: The technical and functional knowledge statements listed below are based on general occupational qualifications for Administrative Assistant commonly recognized by most employers.  Typically, you will not be required to have all of the knowledge listed to be a successful performer.  Recruitment and selection standards for an individual state job must be based on the specific knowledge, skills, and abilities for that job as indicated in the job announcement and job description in the Employee Work Profile.

The Knowledge of:

  1. Administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  2. Business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  3. Circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Abilities

Note: The technical and functional abilities listed below are based on general occupational qualifications for Administrative Assistant commonly recognized by most employers.  Typically, you will not be required to have all of the abilities listed to be a successful performer.  Recruitment and selection standards for an individual state job must be based on the specific knowledge, skills, and abilities for that job as indicated in the job announcement and job description in the Employee Work Profile.

The Ability to:

  1. Read and understand information and ideas presented in writing.
  2. See details at close range (within a few feet of the observer).
  3. Arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
  4. Listen to and understand information and ideas presented through spoken words and sentences.
  5. Communicate information and ideas in writing so others will understand.
  6. Communicate information and ideas in speaking so others will understand.
  7. Apply general rules to specific problems to produce answers that make sense.
  8. Combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  9. Generate or use different sets of rules for combining or grouping things in different ways.
  10. Make fast, simple, repeated movements of the fingers, hands, and wrists.

Tasks:

Note: The following is a list of sample tasks typically performed by Administrative Assistant.  Employees in this occupation will not necessarily perform all of the tasks listed.

Tasks

  1. Attend meetings in order to record minutes.
  2. Compile, transcribe, and distribute minutes of meetings.
  3. Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives.
  4. Greet visitors and determine whether they should be given access to specific individuals.
  5. Make travel arrangements for executives.
  6. Manage and maintain executives’ schedules.
  7. Open, sort, and distribute incoming correspondence, including faxes and email.
  8. Prepare agendas and make arrangements for committee, board, and other meetings.
  9. Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
  10. Prepare responses to correspondence containing routine inquiries.

INTERESTED?

Like people, occupations have traits or characteristics.  These characteristics give important clues about the nature of the work and work environment, and give you an opportunity to match your own personal interests to a specific occupation.  When you choose a job in an occupation that matches your own interests you have taken an important step in planning a successful and rewarding career.

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