Jurisdictional Class:
Competitive
Adopted: 1/01/05
DISTINGUISHING FEATURES OF THE CLASS:
This is para-professional
work involving the performance of a variety of routine but important tasks
assisting municipal program manager(s) by relieving them of administrative
details. This work differs from that of an Administrative Assistant in that the
Administrative Aide has less fiscal responsibility. The nature of the work
involves acting as liaison between managerial staff and employees, vendors,
representatives of state and local agencies, and the general public. The
incumbent is allowed considerable independent judgment in the performance of
duties. The work is performed under the general supervision of a manager and in
accordance with agency policies and procedures.
TYPICAL WORK
ACTIVITIES: (Illustrative only)
Acts as liaison between manager(s) and other
employees, vendors, other agencies, and the general public:
Acts as receptionist for program manager(s) by
answering phones, taking messages, setting up appointments, and maintaining
calendars;
Furnishes general oral and written information that
does not require interpretation regarding agency programs, work rules and
regulations, policies and procedures;
Processes incoming mail, conducting and generating
correspondence and routing as necessary to the appropriate program managers;
Processes various requests and claims (state
vouchers, purchase orders, work orders, etc.);
Maintains and assists in the preparation of a variety
of departmental records and reports: leave accruals, payroll information,
incident reports, worker’s compensation claims, and personnel records;
Receives office callers, salespersons, and others;
Operates office machines: computer, typewriter,
copier, fax machine, and calculator;
Obtains and reviews for completeness: cost estimates,
proposals, and bids;
Performs paraprofessional tasks in the area of fiscal
management by assisting in budget preparation and changes thereto;
Conducts data entry;
Reviews and evaluates administrative forms and
procedures and recommends changes when necessary.
Assists in the maintenance of department inventory.
FULL PERFORMANCE
KNOWLEDGES, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS:
Sound knowledge of the municipalities’ policies,
procedures, and regulations;
Good knowledge of departmental programs and projects;
Ability to understand and follow written and oral
instruction;
Ability to understand and interpret written material;
Ability to work effectively with a variety of public
and private agencies as well as the general public;
Ability to work independently;
Ability to type accurately at a satisfactory rate of
speed;
Initiative and resourcefulness;
Tact and courtesy;
Sound judgment.
ADMINISTRATIVE
AIDE
Page 2
MINIMUM
QUALIFICATIONS: Either
A.
Completion of two (2)
years full time education at a regionally accredited NYS recognized college or
university AND two (2) years
full time or its part-time equivalent paid experience in a clerical position
which shall have involved keyboarding; OR
B.
Graduation from high
school or possession of a high school equivalency diploma AND four (4) years full time or its part-time equivalent of
paid experience in a clerical position which shall have involved keyboarding;
OR
C.
An equivalent
combination of training and experience as describe in (A) and (B) above.