Administrative Assistant IV

I. JOB SUMMARY

Performs highly complex administrative support work. Work involves providing and coordinating 
administrative support including disseminating information, developing filing systems, and preparing 
and editing reports and documents. Works under limited supervision with moderate latitude for the 
use of initiative and independent judgment.

II. ESSENTIAL FUNCTIONS

A. Performs advanced technical assistance work for an agency program; prepares, interprets, and 
disseminates information concerning agency programs; and assists in the implementation of 
program planning.

B. Coordinates the preparation, editing, and distribution of correspondence, reports, studies, forms, 
and other documents; and responds to inquiries regarding technical program and administrative 
rules, regulations, policies, and procedures.

C. Develops and maintains filing, record keeping, and records management systems; compiles and 
edits data, makes calculations, and prepares related reports; participates in budget preparation, 
monitoring, and justifications; and assists in researching technical and policy issues.

D. Researches, composes, designs, and edits agency publications, forms, manuals, and reports.

* Performs a variety of marginal duties not listed, to be determined and assigned as needed.

III. MINIMUM QUALIFICATIONS

A. Education, Experience, and Training

1. Graduation from an accredited senior high school or equivalent or GED.

2. Two years full-time, wage-earning criminal justice, secretarial, administrative support, or 
technical program support experience. Fifteen semester hours 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) may be substituted for 
each six months of experience.

3. 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

1. Knowledge of office practices and procedures.

2. Knowledge of agency and departmental organizational structure, policies, procedures, 
rules, and regulations preferred.

3. Skill to communicate ideas and instructions clearly and concisely.

4. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the 
public. 

5. Skill to interpret and apply rules, regulations, policies, and procedures.

6. Skill in problem-solving techniques. 

7. Skill in the use of computers and related equipment in a stand-alone or local area network 
environment.

8. Skill to prepare and maintain complex records and files in an automated system.

9. Skill in the electronic transmission of communications.

10. Skill to type 45 words per minute (with no more than 10 errors) preferred.

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, 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.