DISTINGUISHING FEATURES OF THE CLASS:  This class is characterized by high degree of responsibility calling for mature office judgment and knowledge of the policies, laws and regulations relating to the program of the agency in which the position is located. Responsibilities are varied and difficult and will include planning and administering activities on a moderately large scale, independently performing difficult and complex tasks, and exercise of higher level independent judgment in the handling of non‑routine situations and information. Secretarial duties may also be involved. The Principal Office Assistant is distinguished from the Senior Office Assistant by the greater complexity of related duties, by supervision of a number of subordinate office employees, or by a combination of those factors. Performs related work as required.

TYPICAL WORK ACTIVITIES: (Illustrative only)

• Provides support to administrator(s) and/or assigned department;
• Receives telephone calls, answers questions and refers calls to proper person;
• Makes referrals according to office policies and procedures, and regulations and policies relating to program or department;
• Keeps administrator(s) informed and up-to-date on any changes in regulations and policies relating to the program, department, or staff;;
• Makes appointments and schedules for trainings, conferences, meetings, and other out of office obligations on behalf of administrators and/or assigned department/unit;
• Receives and directs visitors to the office;
• Coordinates clerical processing functions involving considerable internal and external communication by letter, telephone;
• Operates a computer or other word processing related equipment to produce routine correspondence, reports, spreadsheets, databases, charts and other work documents;
• Collects, compiles, records and files a variety of records, reports, statistics and other related information;
• Maintains and/or coordinates the maintenance of related office files and records;
• Maintains alphabetic, numeric and/or chronological files of correspondence, documents and materials as appropriate;
• Operates a variety of business office machines such as computers, copying machines, calculators, scanners, etc.;
• Reviews data for completeness, accuracy and conformity with established procedure and answers difficult questions related thereto;
• Instructs new employees in the routine and specialized work of the department, and assigns and reviews work;
• Conducts correspondence independently or composes with administrative judgment for official signature, as required;
• May collect fees and accounts for monies received;
• May issue permits and licenses;
• May attend meetings as needed;
• Performs a variety of related activities as required.

Typical Work Activities are intended only as illustrations of possible types of work that might be appropriately assigned to an incumbent of this title. Work activities that do not appear above are not excluded as appropriate work assignments, as long as they can be reasonably understood to be within the logical limits of the job.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:  Thorough knowledge of office terminology, procedures and equipment; thorough knowledge of the policies, laws, rules and regulations relating to the program of the agency in which the business is located insofar as it is necessary for the proper acknowledgment of the duties; thorough knowledge of business arithmetic and English; ability to plan and direct the work of others; ability to operate an alphanumeric keyboard at an acceptable rate of speed; ability to use computer applications such as spreadsheets, word processing, calendar, e-mail and database software; ability to set up appropriate forms, charts and other tabular listings;  ability to prepare correspondence, reports and other materials; ability to follow complex oral and written instructions; ability to prepare correspondence, reports and other materials; ability to communicate effectively, both orally and in writing; ability to establish and maintain effective working relationships; good judgment; accuracy; resourcefulness; initiative; tact; courtesy; neat appearance.

MINIMUM QUALIFICATIONS:

Graduation from high school or possession of a comparable diploma and four (4) years of progressively responsible clerical experience which included use of computer word processing software, one (1) year of which shall have been in a supervisory or responsible capacity

SUBSTITUTION NOTE: Post-secondary level education may be substituted for the required experience indicated above on the basis of thirty (30) college credits per year of experience.

PLEASE NOTE: Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education.

SPECIAL REQUIREMENT:  Depending on assignment, an incumbent of this class may be required to obtain and maintain appointment as a New York State Notary Public.

4/07; 5/09; 7/11; 4/21; 3/24

Competitive Class