Administrative and Office Support, #19010
Occupational Family: Administrative Services
Pay Band Range: 1 - 3

Concept of Work

This Career Group provides career tracks for office and administrative support occupations that perform, lead, or supervise a variety of administrative, program, technical, clerical, or office support activities. Employees perform duties ranging from entry level to first-line supervisory level. Employees apply knowledge of the program to which they are assigned, including general office/program policies and procedures, equipment, and customer service delivery needs.

Roles Comprising This Group

These roles describe the collective characteristics of the work performed by employees in the Administrative and Office Support Career Group. These roles define the typical career paths for administrative and office support occupations who pursue careers such as office assistants, financial technicians, claims technicians, medical records technicians, postal service clerks, procurement technicians, human resource assistants, and executive secretaries.

Although all of these are administrative and office support occupations, each warrants a separate career track. Each of these career paths requires different knowledge, skills, and abilities and may not naturally lead to the other for career progression. However, a role for each of these occupations represents different levels of work or career progression. Career paths may exist within a single role, extend to other roles in this Career Group, or to roles in other occupationally related Career Groups.

PAY BAND

PRACTITIONER ROLES

ROLE CODE

MANAGEMENT ROLES

ROLE CODE

1

Administrative and Office

Specialist I

19011

   

2

Administrative and Office

Specialist II

19012

   

3

Administrative and Office

Specialist III

19013

   

Role Descriptions

These roles are distinguished based upon the Compensable Factors of Complexity, Results, and Accountability and are used for position classification. These factors should be used for classification and compensation analysis. Recruitment and selection standards must be based on knowledge, skills, and abilities as indicated in the Employee Work Profile.

Administrative and Office Specialist I

Code: 19011

Pay Band: 1

SOC: 43-0000*

The Administrative and Office Specialist I role provides career tracks for operational and administrative support specialists such as the office support aides or postal aides providing entry-level support by performing well-defined office duties of a routine and repetitive nature under close supervision. The range of duties includes, but is not limited to, alphabetizing, filing, photocopying, sorting, delivering mail, and/or routine document processing.

Administrative and Office Specialist I

COMPLEXITY

  • Performs routine office support activities.
  • Work environment is structured.
  • Varies very little from detailed, specific instructions.
  • Applies knowledge of basic office practices, procedures and equipment (e.g. telephone, postage meter, computer, fax, copier, etc.).
  • Applies knowledge of grammar, punctuation, spelling, and basic mathematics.

RESULTS

  • Errors subject to corrective procedures.
  • Office Support activity (e.g. delivering mail, greeting public) is customer services oriented.

ACCOUNTABILITY

  • Refers most questions and problems to higher levels.
  • Responsible for performing well-defined clerical and office support tasks and responding to others according to specific guidelines.

 

Administrative and Office Specialist II

Code: 19012

Pay Band: 2

SOC: 43-0000*

The Administrative and Office Specialist II role provides career tracks for operational and administrative support specialists such as office support assistants and secretaries who perform a wide variety of journey-level office/program and administrative support duties based on agency business needs. Duties are performed within specific guidelines using established policies and procedures. The range of duties includes, but is not limited to, general office, secretarial, fiscal, and support activities.

Administrative and Office Specialist II

COMPLEXITY

  • Applies knowledge of office/program support activities.
  • Work environment is structured.
  • Typically serves as first point-of-contact for assigned program.
  • Maintains a variety of records, such as inventories of supplies and materials; prepares correspondence, forms and reports.
  • Produces documents related to assigned office/program area.
  • May be required to establish and maintain filing systems.
  • Applies specific knowledge of work unit programs and activities.
  • Applies knowledge of basic math and bookkeeping, telephone procedures, and standard business communication.

RESULTS

  • Direct impact on work unitís service delivery, customer relations, and operations.

ACCOUNTABILITY

  • Refers some questions and problems to higher levels.
  • Some discretion within established procedures and guidelines.

 

Administrative and Office Specialist III

Code: 19013

Pay Band: 3

SOC: 43-0000*

The Administrative and Office Specialist III role provides career tracks for operational and administrative support specialists, such as fiscal technicians, human resource assistants, claims technicians, medical records technicians, procurement technicians, licensing specialists, customer services representatives, executive secretaries, administrative assistants, office supervisors, and facilities coordinators. Duties range from journey-level to supervisory level and may include compliance assurance, report writing, reconciliation of information or financial data, records management, scheduling, claims review and processing, data collection and analysis, research, inventory, budget management, personnel administration, and funds collections or expenditures.

Administrative and Office Specialist III

COMPLEXITY

  • Acts as a specialist in assigned program area, performing the most complex technical duties, such as reviewing and processing claims from vendors, contractors, medical providers and others for reimbursement or other actions under various programs.
  • Performs, leads, or supervises a wide variety of moderate to complex program and operational support duties.
  • Applies knowledge of programmatic and administrative requirements.
  • Applies knowledge of applicable computer software/programs.
  • Frequent contacts include internal and external customers to gather information or provide information.
  • May serve as a subject matter expert.
  • Certification in program area may be preferred.

RESULTS

  • Significant impact on internal and external service delivery, customer/employee relations and operations.
  • Resolves problems and makes recommendations for improvements.

ACCOUNTABILITY

  • May answer complex questions; refers unusual problems to higher levels.
  • Interprets and applies policies, procedures and guidelines.
  • Exercises independent judgment.
  • May supervise, orient and train others.

 

*Statistical Reporting

This Career Group includes, but is not limited to, those in the following Standard Occupational Classifications:

43-0 Office & Administrative Support Occupations
43-1011 First Line Supervisors/Managers of Office & Administrative Support
43-3000 Financial Clerks
43-3011 Bill & Account Collectors
43-3031 Bookkeeping, Accounting, and Auditing Clerks
43-3051 Payroll & Timekeeping Clerks
43-3061 Procurement Clerks
43-3071 Toll Collectors
43-4021 Correspondence Clerks
43-4031 Court, Municipal & License Clerks
43-4051 Customer Services Representatives
43-4061 Claims Technicians/Claims Examiners
43-4071 File Clerks
43-4161 Human Resource Assistant
43-4171 Receptionists & Information Clerks
43-5021 Postal Aides
43-5051 Postal Service Clerks
43-6011 Executive Secretaries & Administrative Assistants
43-6012 Legal Secretaries
29-2071 Medical Records & Health Information Technicians

New Effective Date: 11/01/01

History

Previous class titles (listed by new role title).

Administrative and Office Specialist I

CLASS CODE

CLASS TITLE

GRADE

11023

Office Services Aide

2

11066

Postal Aide

2

Administrative and Office Specialist II

CLASS CODE

CLASS TITLE

GRADE

11024

Office Services Assistant

4

11035

Secretary

4

11067

Postal Assistant

4

11025

Office Services Specialist

5

11036

Secretary Senior

5

23411

Fiscal Assistant

5

Administrative and Office Specialist III

CLASS CODE

CLASS TITLE

GRADE

11026

Office Services Supervisor

6

11037

Executive Secretary

6

11045

Program Support Technician

6

43522

Volunteer Services Director

6

22051

Hospital Accounts Collector A

6

23412

Fiscal Technician

6

11027

Office Services Supervisor Senior

7

73014

DMV Customer Services Generalists

7

11038

Executive Secretary Senior

7

11046

Program Support Technician Senior

7

22052

Hospital Accounts Collector B

7

23021

Tax Technician

7

34101

Student Activities Building Manager

7

34102

Facilities Coordinator

7

27321

Personnel Assistant

7

24341

Claims Technician

7

32111

Medical Records Technician

7

27341

Human Resource Assistant

8

73015

DMV Customer Services Generalist Senior

8

32112

Medical Records Technician Senior

8

11084

Hearings Reporter

8

12071

Administrative Staff Assistant

8

21421

Administrative Procedures Specialist

8

21521

Legal Assistant

8

22011

Hospital Administrative Assistant A

8

22112

Mental Hospital Reimbursement Representative

8

23022

Tax Examiner

8

23192

Tax Customer Service Associate Representative

8

23413

Fiscal Technician Senior

8

24342

Claims Examiner

8

26101

Buyer

8

26121

Material Management Technician

8