Executive Assistant I - Business and Finance Division - Brad Livingston Administrative Headquarters

I. JOB SUMMARY Performs complex professional assistance work for the Director of the Business and Finance Division. Work involves providing a wide variety of high-level administrative support including managing the day-to-day activities of an executive. Works under general supervision with moderate latitude for the use of initiative and independent judgment. II. ESSENTIAL FUNCTIONS A. Provides administrative and technical assistance; assists in preparing and reviewing reports, statistical and financial analyses, and other documents; conducts research and analysis; reviews administrative practices and programs and assists in formulating policies as appropriate; and provides technical guidance and advice on administrative matters to agency executives, management, and program staff. B. Assists in planning and preparing correspondence, reports, studies, forms, and other documents; prepares and disseminates information concerning agency policies, procedures, and programs; prepares recommendations and proposed responses; prepares and processes purchases; and assists with budget preparation. C. Communicates administrative policies, procedures, standards, and methods; plans, coordinates, and schedules meetings and conferences; prepares agendas and related documentation; and establishes and coordinates filing, record keeping, and records management systems. D. Coordinates work with agency departments, organizations, legislative staff, and the public; and establishes and maintains liaison with agency staff, other agencies, organizations, legislators, and the public. Performs a variety of marginal duties not listed, to be determined and assigned as needed. III. MINIMUM QUALIFICATIONS A. Education, Experience, and Training Bachelor's degree from a college or university accredited by an organization recognized by the Council for Higher Education Accreditation (CHEA) or by the United States Department of Education (USDE). Major course work in Business Administration, Criminal Justice, or a related field preferred. Each year of experience as described below in excess of the required one year may be substituted for fifteen semester hours from an accredited college or university for each six-month increment of experience. One year full-time, wage-earning secretarial, administrative support, or technical program support experience. Legislative or criminal justice experience preferred. Experience in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs preferred. B. Knowledge and Skills Knowledge of office practices and procedures. Knowledge of local, state, and federal laws, rules, regulations, and statutes relevant to criminal justice and corrections. Knowledge of agency and departmental organization structure, policies, procedures, rules, and regulations preferred. Skill to communicate ideas and instructions clearly and concisely. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public. Skill to interpret and apply rules, regulations, policies, and procedures. Skill in administrative problem-solving techniques. Skill in the use of computers and related equipment in a stand-alone or local area network environment. Skill to prepare and maintain accurate records, files, and reports. Skill to review technical data and prepare technical reports. Skill to plan and coordinate meetings. Skill in the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs. Skill to type 45 words per minute (with no more than 10 errors). IV. ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION A. Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, climb stairs, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry under 15 lbs., perceive depth, operate a motor vehicle, and operate motor equipment. B. Conditions include working inside, working around machines with moving parts and moving objects, radiant and electrical energy, working closely with others, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane. C. Equipment (machines, tools, devices) used in performing only the essential functions include computer and related equipment, calculator, copier, fax machine, telephone, dolly, and automobile.