Office Generalist (Administrative Generalist, Administrative

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Office Generalist (Administrative Generalist, Administrative Powered By Docstoc
					                                                                                                              Competency Profile
                                                Administrative Support Associate
                                                                                                                                  10/26/05
                                                       Description of Work

Positions in this banded class are characterized by their performance of a variety of administrative, secretarial, and office
support duties. Positions require knowledge of the office or work unit policies and procedures in order to communicate
information involving programs, functions, and services. Duties performed may include preparation of documents and
reports, the use of office technology, compiling records, organizing and maintaining files, posting information,
greeting/referring/assisting visitors/clients/staff/others, mail distribution, and photocopying. The completion of work often
involves a public contact role to obtain, clarify, or provide information regarding activities of the work unit or program.
Positions may serve as the primary staff assistant to a department or program manager.

  Competencies                                                         Definition
Communication-       Ability to convey information and ideas through a variety of media to individuals or groups; ability to adjust
Verbal               language or terminology to meet needs of the recipient(s)

Communication-       Ability to present ideas in written form; ability to adjust language or terminology to meet needs of the
Written              recipient(s); ability to use correct grammar, organization, and structure

Office Technology    Ability to utilize office equipment and other relevant technology (software, and systems) to meet work needs

Work Coordination    Ability to facilitate the flow of work, facilitate or direct the office support activities and coordinate work with
                     staff; ability to maintain internal and external contacts for work coordination

Problem Solving      Ability to understand issues, identify problems and opportunities to determine the appropriate course of action.

Knowledge-           Ability to demonstrate an understanding and awareness of program services, policies and procedures; ability to
Program              demonstrate and apply this knowledge in performance of office support tasks; ability to explain and interpret
                     program information to clients/customers and staff

Information/Records Ability to apply knowledge of data collection and storage to compile, assimilate, and organize printed and
Administration      electronic information

                     Plans and monitors the use of expenditures to meet organizational objectives and compliance; prepares budget
Budgeting            documents and reports.
                                                                                                                                                  Competency Profile

   Competency                            Contributing                                          Journey                                            Advanced
Communication-                Communicates routine and                          Responds to questions/issues that                     Applies knowledge of programs,
Verbal                        general information to staff,                     deviate from standard operating                       policies and procedures to
                              clients, and/or public about                      procedures by determining and                         interpret and communicate
                              standard services, processes, and                 consulting appropriate resources such                 information to meet specific
                              procedures using prescribed or                    as policies, manuals or other staff.                  needs of staff and clients.
                              established guidelines. Screens                   Responds to requests for program and                  Demonstrates the ability to work
                              and directs clients /visitors to                  procedural information. Contacts                      with confidential and sensitive
                              appropriate source.                               service recipients, vendors, or clients               information.
                                                                                to provide or obtain information.
                                                                                Schedules and coordinates
                                                                                appointments, meetings and events.

Communication-                Gathers readily available                         Composes written communication                        Independently composes letters,
Written                       information from office records to                with guidance using standard formats.                 memos and reports requiring
                              draft e-mails, memos and other                    Composes correspondence involving                     research and presents data
                              documents. Proofreads documents                   program or operational procedures                     accurately to support findings.
                              for grammar, spelling,                            independently from general                            Responds to inquiries, which
                              punctuation, and basic formatting.                instructions or brief summaries.                      require written explanation or
                              Provides answers to requests for                                                                        interpretation of established
                              general information in written                                                                          policies, procedures and
                              format.                                                                                                 programs. Reviews sensitive
                                                                                                                                      materials and edits content
                                                                                                                                      constructively.

Office Technology             Uses a variety of office equipment                Selects, understands and fully applies                Integrates varying software or
                              information systems (e.g.                         features of a variety of software                     learns new computer applications
                              telephone, computer with standard                 programs, machines or office                          to meet unique work needs. May
                              software, fax, copier, etc.) to                   equipment that will produce the                       serve as a resource to others on a
                              access, input, and verify standard                desired results.                                      variety of subjects including
                              information. Operates and                                                                               office equipment, software
                              performs tasks to maintain                                                                              applications, and information
                              equipment with a general                                                                                processing procedures.
                              understanding of its capabilities.

NOTE: This is a generalized representation of positions in this class and is not intended to identify essential functions per ADA. Examples of work are primarily essential
functions of the majority of positions in this class, but may not be applicable to all positions.
                                                                                                                                                  Competency Profile

Work                          Coordinates tasks and establishes                 Plans and facilitates the support                     Facilitates flow of work
Coordination                  priorities in response to work flow               activities of an office or work unit;                 throughout a dynamic work unit.
                              of the office or work unit.                       coordinates with others to complete                   Coordinates and directs the office
                                                                                tasks. May serve as an office                         support activities and manages a
                                                                                coordinator for a work unit.                          wide variety of records, reports
                                                                                                                                      and files. May develop new
                                                                                                                                      processes or procedures relevant
                                                                                                                                      to the support needs of the office.

Problem Solving               Identifies and recognizes                         Assesses and may resolve                              Independently resolves and/or
                              problems that have established                    unprecedented problems that require                   develops recommendations for
                              precedents and limited impact.                    research and review of policy and                     unprecedented issues and
                              Refers non-standard questions and                 procedures. Applies judgment for                      problems. Problem resolution
                              problems to higher levels.                        problem resolutions based on                          requires some interpretation of
                                                                                delegated authority from supervisor.                  policy and procedures. Serves as
                                                                                                                                      a resource for others in resolving
                                                                                                                                      unprecedented, non-standard
                                                                                                                                      issues and problems.

Knowledge-                    Understands general operation of                  Understands programs and services to                  Applies substantive knowledge of
Program                       functional unit, to include                       apply this knowledge in problem-                      program policies and procedures
                              knowledge of staff and program                    solving and responding to most                        that effect operations. Applies
                              responsibilities. Applies                         questions and inquiries. Uses                         program knowledge to client
                              knowledge necessary to provide                    program knowledge to interface with                   situations; applies knowledge of
                              answers to “frequently asked                      other offices and organizations.                      program content and services in
                              questions”. Uses general                                                                                the analysis of information and
                              knowledge of program                                                                                    decision-making.
                              procedures, methods and practices
                              to refer clients to resources.




NOTE: This is a generalized representation of positions in this class and is not intended to identify essential functions per ADA. Examples of work are primarily essential
functions of the majority of positions in this class, but may not be applicable to all positions.
                                                                                                                                                  Competency Profile

Information/Records Uses established filing and data                            Records, compiles and summarizes                      Utilizes, reconciles and
Administration      systems, functions, and/or                                  data using established format.                        manipulates data for management
                    procedures. Reviews data and                                Compiles and organizes information                    reports from different internal
                    information for completeness and                            from different sources to develop                     and external sources. Applies an
                    accuracy using standard                                     reports and data.                                     understanding of the information
                    guidelines.                                                                                                       in order to extrapolate key data
                                                                                                                                      elements. May serve as a lead
                                                                                                                                      worker.

Budgeting                     N/A                                               Monitors and reconciles departmental                  Exercises responsibility for
                                                                                or program budget and tracks travel                   administering the budget, which
                                                                                and office expenditures.                              includes making
                                                                                                                                      recommendations regarding the
                                                                                                                                      use and distribution of funds.




NOTE: This is a generalized representation of positions in this class and is not intended to identify essential functions per ADA. Examples of work are primarily essential
functions of the majority of positions in this class, but may not be applicable to all positions.