LEGISLATIVE ADMINISTRATIVE SPECIALIST

POSITION:   Legislative Administrative Specialist, Administrative Services Division

GRADE:        SGS03

SUMMARY OF POSITION: The Legislative Administrative Specialist works under the supervision of the Chief Fiscal Officer. The Legislative Administrative Specialist provides administrative and clerical support to the staff in the Administrative Services Division and to the Bureau of Legislative Research; acts as the receptionist for the Administrative Services office and the main reception desk of the Bureau of Legislative Research offices; and fulfills other requested tasks.

ESSENTIAL FUNCTIONS:          

• Answer the Administrative Services front desk telephone as well as the main Bureau telephone and direct and transfer calls to appropriate or requested person.
• Greet members of the General Assembly and other visitors at the Bureau front desk during regular office hours.
• Alert Bureau staff when a visitor is present or coming to their office.
• Uphold the procedures for access to the fifth floor of One Capitol Mall by individuals other than Bureau staff.
• Maintain a working knowledge of each division, section, and staff member assignment in the Bureau in order to readily know to whom requests for information should be relayed.
• Compose routine correspondence of the Chief Fiscal Officer and other professional staff.
• Maintain computer files and paper files in accordance with office procedures and the Chief Fiscal Officer’s instructions.
• Receive mail and interoffice mail for the division.

OTHER FUNCTIONS:

• Maintain the ability and knowledge to function as part of an administrative services team, including without limitation assisting with the workload of other Administrative Services Division staff when necessary.
• Perform other related duties as requested by the Chief Fiscal Officer and the Director of the Bureau.

QUALIFICATIONS/SKILLS:

• High School diploma or equivalent.
• Education, experience, and abilities commensurate with assigned duties.
• Proficiency in Microsoft Word, Excel, Microsoft Outlook, the Internet, and Access database programs.
• Knowledge of the operation of facsimile machines, copy machines, and multi-line telephone systems.
• Ability to communicate with Bureau Staff, state agency staff, members of the General Assembly, and members of the public.
• Ability to organize workload and set priorities.

PRODUCTION STANDARDS:

• Adept in communicating with Bureau staff, members of the General Assembly, state agency staff, and members of the public, both verbally and in writing.
• Demonstrates proficient time management skills, including the ability to complete work under strict time deadlines.
• Accurately compiles data for use by others.
• Accurately maintains files and records.
• Demonstrates the ability to provide valid solutions to staff or member complaints or issues.
• Exhibits professional attitude, appearance, and communication skills.
• Is assertive – undertakes tasks on own initiative.
• Maintains high standard of professional ethics and exercises appropriate discretion with confidential matters.
• Continues to improve job-related skills and knowledge.
• Effectively organizes and monitors the status of projects and work flow.
• Functions and cooperates as part of an administrative services team, including without limitation assisting with the workload of other Administrative Services Division staff when necessary.