2018 SCALE

Job Descriptions

2018 SCALE

Job Descriptions

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Job Description Administrative Assistant

Short Description:

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

Duties / Responsibilities:

  • Use computers for various applications, such as database management or word processing.
  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Create, maintain, and enter information into databases.
  • Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
  • Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
  • Maintain scheduling and event calendars.
  • Complete forms in accordance with company procedures.
  • Schedule and confirm appointments for clients, customers, or supervisors.
  • Make copies of correspondence or other printed material.

Skills / Requirements / Qualifications

  • Writing — Communicating effectively in writing as appropriate for the needs of the audience.
  • 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.
  • Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
  • Speaking — Talking to others to convey information effectively.
  • Time Management — Managing one's own time and the time of others.
  • Service Orientation — Actively looking for ways to help people.
  • Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Clerical — Knowledge of 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.
  • Computers and Electronics — Knowledge of genera office software including MS Word, MS Excel and MS Outlook

Job Zones

  • Title: Job Zone Three: Medium Preparation Needed
  • Education: Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
  • Related Experience: Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.
  • Job Training: Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
  • Job Zone Examples: These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include food service managers, electricians, agricultural technicians, legal secretaries, interviewers, and insurance sales agents.
  • Specific Vocational Preparation in years: (6.0 to < 7.0)

Job Category

Admin

Salary National Average

LowMediumHigh
$32730$39490$49070

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