7362- Administrative Professional 2

Hours: 8am-5pm

Minimum education:  none 

Projected end date: at least 1 year from start date 

Main responsibilities include answering phones, taking messages, and handling mail. Needs to be proficient in Microsoft Word and Excel to prepare forms, emails, and mail merges for correspondence and cover letters. Also obtains signature; proofreads documents for 100% accuracy and makes necessary corrections; creates charts and graphs for presentations; compiles data reports for the bureau; logs incoming and outgoing documents into data tracking system. Data experience is desired. 

JOB DUTIES IN ORDER OF IMPORTANCE: (These duties are illustrative only. Incumbents may perform 

some or all of these duties or other job-related duties as assigned.)

Relieves superior of routine administrative duties, makes recommendations regarding program activities, 

research & analyzes materials, information & programs, provides technical information & advice to 

administrators to aid in decision making, assists in developing new procedures related to established program 

policy, serves as liaison between administrator & subordinates, transmits decisions & directives & represents 

administrator at meetings & conferences. 

Manages business functions of administrator's office; prepares & monitors budgets; prepares payroll. 

processes bills for payment; purchases supplies & equipment; keeps fiscal & personnel records; interviews 

prospective employees. 

Performs public relations duties; research & responds to inquiries & complaints; furnishes information & 

explains programs to public; works on special assignments & projects as directed; prepares reports, 

publications, memos & presentations for dissemination outside work unit.

MAJOR WORKER CHARACTERISTICS: 

Knowledge of English grammar & composition; arithmetic that includes addition, subtraction, multiplication & 

division; records management; business communications; administrative practices & procedures; general 

office practices & procedures; agency-specific office practices & procedures; budgeting; government 

structure & process. Skill in keyboarding; business office software applications (e.g., Microsoft Office); 

operation of personal computer & office machines (e.g., transcribing equipment, calculators). Ability to deal 

with problems involving several variables within familiar context; apply principles to solve practical, everyday 

problems; interpret instructions in written or oral form; write routine business letters following standard 

procedures; compose directives, memos & other publications; complete routine forms or records; make 

appointments; arrange items in numerical or alphabetical order; move fingers easily to perform manual 

functions: assess questions & provide appropriate information or referral. Other duties as assigned.