Job Description

ADMINISTRATIVE SERVICES ASSISTANT 1
Nature of Work:
Under general supervision, performs administrative work in providing support services such as fiscal, personnel, payroll or procurement in a small division or equivalent organization level.
May function in an assist role or in a specialized capacity in a large agency or department.
Develops or assists in developing and implements plans/procedures for resolving operational problems and in improving administrative services.
Work is typically varied and includes inter- and intra-governmental and public contact.
Performs related work as required.

Distinquishing Characteristics:
Positions in this class are distinguished from the Administrative Services Assistant 2 by the size of the unit served and by the independence of action granted.
Positions in a small agency or division may be responsible for a significant administrative component; other positions assist an administrative supervisor in a large state agency.
Authority to vary work methods or policy applications or to commit the agency to alternative course of action is limited.

Examples of Work
Confers with inter- and intra-agency personnel to transact business, gather information, or discuss information; may be in a position with public or federal government contact.
Gathers and compiles information for state records; writes reports, balances tally sheets, and monitors inventories, purchases, and sales.
Updates records and contacts employees to gather information; represents the supervisor or unit in the area of assignment at inhouse meetings.
Maintains files of information in hard copy files or electronic format; runs reports for regular or intermittent review.
Assists in determining the need for changes in procedures, guidelines and formats; devises a solution; monitors the success of solutions by devising quantitative/qualitative measures to document the improvement of services.
Assists in the writing of manuals in the area of assignment; clarifies the wording and describes new procedures accurately.

Knowledge, Skills and Abilities
Knowledge of regulations, processes and procedures in the area of assignment.
Knowledge of general office practices and procedures.
Knowledge of state and federal laws and regulations related to the area of assignment .
Ability to collect and compile accurate information.
Ability to conceptualize the nature of service difficulties and devise appropriate work methods, tools, and configurations to correct the problem.
Ability to prepare flowcharts, graphs and status reports.
Ability to communicate with a wide variety of people, both orally and in writing.
Ability to perform basic arithmetic.

Minimum Qualifications
Training:
Graduation from an accredited college or university.
Preference may be given to candidates with a major in the area of public or business administration, accounting, industrial relations, communications or related field.

Substitution:
Additional qualifying experience as described below may be substituted on a year-for-year basis for the required training.

Experience:
One year of full-time or equivalent part-time paid employment in a technical or advanced clerical position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property.
Experience must have been at the Office Assistant 3 or Accounting Technician 3 level or higher.

Substitution:
Successful completion of graduate study in an accredited college or university in one of the above fields may be substituted for the required experience on a year-for-year basis.

Regulatory and Licensing Duties :
Answering Phones
Emailing Messages
Logging in Mail
Regulatory and Licensing Duties
Scanning Paperwork into Q-Drive for Archive Records
Filing Paperwork

Processing Licensure Applications and Renewals for the following:
" Electricians
" Fire Protection Workers
" Explosive Permits
" Pyrotechnicians
" Inspectors (Electrical, Home, and Code Enforcement)
" Fireworks
" Emergency Vehicle Permits

Processing Duties Include:
" Reviewing applications and renewals to verify applicant meets licensure requirements.
" Entering approved applicant's info into computer database.
" Printing license cards.
" Writing denial letters to applicants who do not meet requirements.
" Returning all denied applicants paperwork and payment via mail with denial letter.
Completing Letters of Good Standing for Licensee's
Putting Together Test Packets
Proctoring Exams
Grading Exams
Sending Exam Applicants Pass or Fail letters
Provide back up to Fire Department Services (Answering questions regarding EVP's, NFIRS, other general
information)
Completing a Daily Activity Log
***NOTE: Other duties may be added as needed.

Application Instructions

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