LEGISLATIVE ADMINISTRATIVE ASSISTANT

LEGISLATIVE ADMINISTRATIVE ASSISTANT

POSITION: Legislative Administrative Assistant, Committee Services Section GRADE: SGS04 SUMMARY OF POSITION: The Legislative Administrative Assistant works under the supervision of the Committee Services Administrator. The Legislative Administrative Assistant works closely with an assigned Legislative Committee Specialist, Analyst, or Lead in preparing for committee meetings and maintains accurate and complete committee records of meeting proceedings. The Legislative Administrative Assistant provides administrative and clerical support to supervisory and professional staff in the section; acts as a receptionist, office clerk, secretary, and data entry specialist; works on presentations, studies, and special reports; and fulfills other requested tasks.

ESSENTIAL FUNCTIONS:

• Answer the telephone and greet members of the General Assembly and other visitors during legislative committee meetings, at the Research Services Division front desk, and at Bureau front desk during regular office hours.
• Compose routine correspondence; type committee forms, meeting agendas, meeting notices, minutes, reports, presentations and correspondence of the Legislative Committee Specialists/Analysts/Leads.
• Assist the Legislative Committee Specialists/Analysts/Leads with general research by accessing the Internet, Folio Views, and internal Bureau programs.
• Maintain computer files and paper files in accordance with office procedures and the Legislative Committee Specialist's/Analyst's/Lead's instructions.
• Prepare meeting packets, maintain per diem sheets, record meeting discussion and actions, set up meeting room for committee meetings, order required audiovisual equipment for meeting room, and check meeting room microphones.
• Post meeting agenda and exhibits on the General Assembly website.
• Be available to members of the General Assembly, state agency staff, Bureau staff, and members of the public with regard to issues concerning legislative committee meetings.
• Travel as needed to in-state and out-of-state legislative committee meetings.

OTHER FUNCTIONS:

• Attend training sessions, conferences, and workshops to improve skills necessary to perform the essential functions of the job.
• Perform other related duties as requested by the Committee Services Administrator, the Deputy Director for Research Services, and the Director of the Bureau.

QUALIFICATIONS/SKILLS:

• High School diploma or equivalent.
• Clerical training and skills commensurate with assigned tasks.
• Knowledge and proficiency in English grammar, spelling, and punctuation.
• Strong proofreading skills.
• Strong organizational skills, including the ability to organize workload and set priorities.
• 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 plan, organize, record, and summarize meeting proceedings.

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.
• 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.
• Works cooperatively at problem solving and assists coworkers with a variety of tasks.
• Functions and cooperates as part of an administrative support team, including without limitation assisting with the workload of other administrative assistants when necessary.