Administrative Specialist (#MAAA02)
$34,240.00 Yearly Min / $42,800.00 Yearly Mid / $51,360.00 Yearly Max

Senior Administrative Specialist (#MAAA03)
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$36,435.00 Yearly Min / $45,544.00 Yearly Mid / $54,653.00 Yearly Max

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Description of Occupational Work

Administrative Specialists provide administrative, technical, program, and/or office support work for assigned agency operations. Primary work includes assisting an administrative or technical supervisor in ensuring efficient and effective operations by carrying out various support activities such as composing official correspondence, drafting and distributing communications, coordinating workflow, resolving issues or complaints, or assisting with research, special projects or data/information management.

Agency operations supported include administrative services such as budgeting, accounting, purchasing, contracting, payroll, or human resources; or other agency-specific programs, services, or technical functions. Employees apply knowledge and understanding of the assigned agency’s operations, programs, services, or functions, as well as relevant laws, rules, regulations, standards, policies, and procedures. Work requires the regular use of office equipment, automated information systems, and computer software. Depending on the assignment, work may require an employee to serve as a Notary Public or assist staff in preparing documentation for audits or Freedom of Information Act (FOIA) requests.

Positions primarily performing general office support duties such as processing information by entering, modifying, updating, deleting, retrieving, and reporting on data, providing customer service, and responding to basic inquiries are considered for allocation to the Office Associate class series, rather than this series. Administrative Specialists may perform some of this work as an adjunct to higher-level administrative duties.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

Serves as a liaison with internal and external contacts, customers, clients, and/or the public to coordinate various activities, respond to inquiries, and provide guidance and consultation on administrative matters.

Creates formatted documents, generates and shares presentations, manages schedules, develops and manages spreadsheets, assists in maintaining policies, procedures, guidelines, or training manuals, and maintains information in databases.

Delivers excellent customer service in-person, electronically, or by written communication.

Applies and explains agency services, laws, rules, regulations, standards, policies, and procedures.

Creates and maintains a variety of record-keeping systems or logs to file, track, and retrieve documents or other information and ensures records are maintained in compliance with retention schedules.

Assists higher-level staff with decision making and monitoring of key operational/program indicators by collecting/organizing data, preparing reports, supporting performance tracking and dashboard maintenance, or performing related support work.

Reviews, processes, and evaluates information for completeness, accuracy, and conformity with applicable laws, rules, and regulations. Resolves discrepancies, deficiencies in information, or other issues.

Drafts, manages, and distributes communications and other materials for public and/or internal use.

Coordinates administrative elements of projects including tracking timelines, scheduling, documenting progress, and facilitating communication between team members.

Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.

Orders and maintains office supplies and equipment.

Plans and coordinates meetings, hearings, or conferences and makes travel arrangements.

May approve or recommend approval/denial of requests/information within established standards and guidelines.

Performs other related duties as required.

Levels of Work

The level of work for an employee in this class series progresses based on an employee’s independence, size and scope of responsibilities, complexity of duties, decisions made and required experience.

This class series covers a wide range of operations and therefore, positions at the same level may be greater in either breadth or depth of work performed.

Administrative Specialist

This is the first level of administrative specialist work, providing administrative, technical, program, and/or office support work for an assigned agency. Employees independently perform the full range of Essential Functions, completing routine and standardized assignments under general supervision.

Receives general supervision from a technical or administrative supervisor; the supervisor provides general direction on all assignments, and regular review of progress, accuracy, and quality of work. Supervisory advice or assistance is provided as needed. 
Performs routine and standardized assignments such as managing correspondence, reviewing and processing invoices or other financial data and validating payments, assisting with payroll, performing timekeeping/leave management, scheduling interviews and maintaining recruitment information, maintaining personnel files and data, performing intake/referral, and overseeing recordkeeping and mail distribution.
Seeks guidance from higher-level staff on work that is outside a range of specified, acceptable procedures, standards, alternatives, and practices.
Keeps supervisor apprised of issues and accomplishments, follows up and tracks workflow, researches and resolves issues, and addresses problems with procedures and deadlines.
Analyzes routine operating practices, procedures, and forms and makes recommendations to ensure smooth and efficient office operations.
Proofreads reports, official documents, and/or correspondence.
May lead staff by assigning, monitoring, and reviewing work, and providing on-the-job training, guidance, and direction.
May supervise casual/seasonal and/or contractual staff. The elements of supervision include performing the following on a regular and continuing basis: planning, assigning, reviewing, evaluating, coaching, training, disciplining, and recommending hire, termination, and promotion.
Communicates effectively with internal and external contacts, customers, clients and/or the public to coordinate administrative details, provide information, and resolve issues related to procedures and deadlines.

Senior Administrative Specialist

This is the second level of administrative specialist work, providing administrative, technical, program, and/or office support work for an assigned agency. In addition to work performed at the Administrative Specialist level, employees are assigned as the principal administrative specialist for large, complex operations, requiring comprehensive or advanced specialized knowledge of legal, program, or other requirements, laws, rules, and regulations to respond to or resolve administrative matters. Examples of large, complex operations include an entire division or large operating sections within a division/department; facility/regional/county offices supporting 24/7 operations such as hospitals or treatment services, corrections, enforcement, state parks, or toll/highway maintenance; or state-level boards/commissions. Typically, only one position at this level is assigned to such operations as lead or top administrative specialist.

Receives minimal supervision from a Division Director, Deputy Director, or other high-level administrator; the supervisor defines objectives, priorities, and deadlines and assists the employee with unusual situations.
Represents the agency in providing guidance and consultation to all levels of management on administrative matters.
Reviews and prepares complex documents or requests which include advanced formatting, formulas, calculations, macros, and/or merged data, contain confidential or sensitive information, and require interpreting relevant laws, rules, and regulations.
Conducts research and analysis on agency services or other administrative matters, offering appropriate recommendations for action, and generates detailed reports.
Recommends new or revised operating practices, procedures, and forms to ensure smooth and efficient office operations.
Coordinates with various federal, state, and/or local agencies to meet identified goals and objectives.
May supervise two or more merit full time positions. The elements of supervision include performing the following on a regular and continuing basis: planning, assigning, reviewing, evaluating, coaching, training, disciplining, and recommending hire, termination, and promotion.
Communicates effectively with leadership, executives, internal and external contacts, customers, clients and/or the public to provide guidance, consultation, and resolve issues, often on confidential, high stakes matters.

Knowledge, Skills and Abilities

The intent of the listed knowledge, skills, and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.

Knowledge of assigned agency operations, programs, services, and organization.
Knowledge of applicable state, federal, or other laws, rules, regulations, standards, policies, and procedures.
Knowledge of bookkeeping, timekeeping, records management, human resource support, or other relevant principles and practices.
Skill in grammar, punctuation, spelling, and composition for clear and concise communication.
Skill in composing official documents, responses to inquiries, and reports.
Skill in using word processing, spreadsheet, and database applications.
Skill in evaluating information for completeness and accuracy and resolving issues within established procedures, practices, and standards.
Skill in using computer software and automated information systems to enter, update, modify, delete, retrieve, and report on data.
Ability to communicate effectively, through written, electronic, or face-to-face interactions.
Ability to interact effectively and courteously with customers, the public, and others.
Ability to prepare and maintain accurate records, files, and reports, and to maintain confidentiality.
Ability to understand, explain, and apply relevant laws, rules, regulations, standards, policies, and procedures.
Ability to establish and maintain effective working relationships.

In addition to the above knowledge, skills, and abilities, the Senior Administrative Specialist requires:

Knowledge of department/division policies, priorities, and objectives.
Skill in applying comprehensive or advanced specialized knowledge of legal, program, or other requirements, laws, rules, and regulations to respond to or resolve administrative matters.
Skill in collecting, compiling, evaluating, and analyzing information from multiple sources.
Skill in drawing conclusions and developing solutions to operational or service challenges.
Ability to resolve issues independently and escalate as appropriate. 
Ability to exercise good judgement, courtesy, and tact in handling sensitive information and responding to complaints.

Job Requirements

JOB REQUIREMENTS for Senior Administrative Specialist
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

One year of experience in performing administrative specialist work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.
One year of experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
One year of experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
Six months' experience in providing guidance and consultation to management, customers, and others on administrative matters.


CLASS: MAAA02	EST: 7/1/2002	REV: 6/29/2025	FORMERLY JOB CLASS: 12105

CLASS: MAAA03	EST: 7/1/2002	REV: 6/29/2025	FORMERLY JOB CLASS: 12106