Occ. Code 2810100
New York State Department of Civil Service
Classification Standard
BRIEF DESCRIPTION OF CLASS
Administrative Aides perform a variety of paraprofessional duties to support the work of professional administrative positions in offices such as finance, budgeting, human resources, or other administrative area.
These positions exist in various State agencies.
DISTINGUISHING CHARACTERISTICS
ADMINISTRATIVE AIDE: perform lower level finance, budgeting, human resources, and administrative professional duties that closely resemble those performed by professional staff in the same organization. Assignments are typically characterized by the application of clear guidelines or precedents, which require basic analysis, review, and decision-making. These duties are distinct from the record-keeping, tracking, and information gathering activities done by Secretaries 1 and 2. They do not perform a mix of professional and secretarial duties, such as distributing incoming correspondence, routing telephone calls, greeting visitors, responding to general questions, or maintaining calendars.
Clerical tasks and activities are not characteristic of positions in this class. Any clerical duties performed are incidental to the class; are directly related to the professional-level administrative responsibilities of the organization; and exclude clerical work indicative of various Office Assistant classes.
RELATED CLASSES
Agency Program Aides perform lower level professional duties in agency-specific program settings that closely resemble those performed by professional and technical staff in the same organization.
Accountant Aides perform paraprofessional duties to support the work of accountants and auditors.
Legal Assistants 1 perform paralegal duties to support the work of attorneys.
ILLUSTRATIVE DUTIES
Perform assignments in one or a combination of areas listed below depending on the scale of the program.
Budget/Finance:
· Compile, tabulate, and verify financial and statistical data, such as financial projections and performance indicators, to be used in the preparation and analysis of agency budget submissions or in response to questions from the Division of the Budget (DOB).
· Assist in monitoring agency expenditures by comparing expenditures with DOB guidelines, the State Finance Law, agency programs and policies, previous budget requests and applicable federal policies and rules.
· Review budget data prepared by agency program staff for completeness and responsiveness to budgetary needs and projections. As appropriate, confer with program administrators to exchange information and resolve questions.
· Compare legislative budget with the proposed budget to identify differences.
· Assist in analyzing proposed legislation.
Human Resources:
· Work with program staff to source candidates for job vacancies.
· Assist in the recruitment of employees by answering questions and providing information concerning salary, benefits, working conditions and locations, agency/facility goals and objectives, and the structure and operation of State government.
· Review employment applications and identify candidates that meet qualifications for job postings.
· May perform initial interviews with candidates to determine qualifications and interest in employment; or perform exit interviews to gain information on turnover.
· Draft recruitment materials and job postings for review and approval by higher level staff.
· Assist in position classification activities by compiling or preparing data and information such as transmittal correspondence, organizational charts, duties descriptions, and other related materials in accordance with applicable procedures and requirements.
· Review tentative examination announcements, identifying discrepancies with previous announcements and reports of recent conferences, and refer potential problems to higher level staff.
· Compile background information for grievance and disciplinary hearings.
Administration:
· Assist in reviewing, designing, revising, and controlling agency forms and/or policy and procedures manuals by researching alternative methods and procedures, reviewing the effectiveness of current forms, policies, or procedures, recommending changes based on analysis of effectiveness, and creating drafts of proposed changes.
· Review and summarize legislative proposals, reports, and other materials.
· Research laws, rules and regulations to find alternative approaches to administrative problems or issues.
· Draw conclusions from analyzed data and make appropriate recommendations.
· Create tables and charts; and draft reports to document analyses and procedures.
· Assist in preparing short- and long-range work objectives and goals.
· Assist in the review, evaluation, and analysis of reports and records specific to the assignment.
INDEPENDENCE OF OPERATION
Administrative Aides work under the supervision of professional staff in administrative programs. They exercise a considerable amount of independent judgment in the performance of duties and application of various State and federal laws, procedures, rules, regulations, and guidelines that require interpretation. Incumbents independently determine the needs and priorities required to support professional staff; and provide input into assigned areas operations.
SUPERVISION EXERCISED
Administrative Aide is not a supervisory class; however, positions may supervise clerical employees by prioritizing work assignments, ensuring efficient and effective work flow, and training and evaluating staff. In turn, incumbents are supervised by professional administrative staff.
MINIMUM QUALIFICATIONS
Transition: One year of permanent competitive service in a clerical, keyboarding, secretarial or paraprofessional title allocated to Grade 5 or higher.
Revised: 4/17
NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all the work that might be appropriately performed by a class. The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.