12/23/1997 08260

EXECUTIVE ASSISTANT

DEFINITION: This is highly responsible management work as a staff assistant to a Secretary or Deputy Secretary of a department.

An employee in this class is responsible for carrying out a wide variety of staff assignments in assisting in the internal executive activities of the Secretary's or Deputy Secretary's office and the agency as a whole. Work involves coordinating research projects from many sectors of the department to develop recommendations for agency and program policy; representing the Secretary or Deputy Secretary at meetings, conferences, and public forums to articulate agency policy and program objectives; preparing position papers for review by the Secretary or Deputy Secretary describing program policy and impacts; meeting with Federal, state and local officials to provide or solicit information on shared programs; working with the agency Legislative Liaison to provide information and analysis of proposed legislation; representing the Secretary or Deputy Secretary in meetings concerned with agency accreditation; and conducts special studies and analysis of management operations within the agency as directed by the Secretary or Deputy Secretary. Work also involves drafting sensitive correspondence and reports for the Secretary's or Deputy Secretary's signature; advising top management of new developments and national trends impacting agency programs; and meeting with a wide range of public interest groups to engender public support for agency programs and provide information on program objectives and accomplishments. Employees in this class may supervise a small professional and clerical staff, however supervision is incidental to
the primary objectives of the job. Work is assigned in the form of project objectives and expected outcomes and is reviewed by a Secretary or Deputy Secretary through written reports, conferences, and an evaluation of overall results.

EXAMPLES OF WORK: Coordinates studies and research projects which cross program lines and develops recommendations for agency and program policy impacting agency programs.

Advises the Secretary or Deputy Secretary on programmatic trends impacting programs and recommends program and program policy changes to meet current and future needs.

Drafts sensitive position papers, correspondence, program evaluations, and organizational analysis for the Secretary's or Deputy Secretary's review and signature.

Acts as the Secretary's or Deputy Secretary's liaison to the agency's Legislative Liaison Office providing analysis of proposed legislation and assisting in the presentation of data and exhibits to demonstrate the agency position and accomplishments.

Acts as the point of contact for agency accreditation initiatives including articulating accreditation standards to the Secretary, Deputy Secretary and managers within the agency and monitors the accomplishment of goals and objectives.

Conducts special analyses and studies to evaluate the effectiveness of programs and organizational responsiveness to program needs and changes as directed by the Secretary or Deputy Secretary.

Represents the Secretary or Deputy Secretary at meetings, conferences, and public forums to articulate agency policy and program objectives; and performs public speaking assignments to market and engender public support for agency programs, and provide information on program objectives and accomplishments.

Assists in liaison with Federal, state and local officials to insure the smooth coordination of services, funding, and support to all entities impacted by agency programs.

Assists the Secretary or Deputy Secretary in developing and reviewing the annual budget request by reviewing program proposals for adherence to overall administration and agency goals and initiatives.

Employees in this class may participate in the performance of their subordinates work consistent with operational or organizational requirements.

Performs related duties as required.

REQUIRED KNOWLEDGES, SKILLS, AND ABILITIES: Knowledge of the principles and practices of public administration.

Knowledge of the theory and modern techniques of governmental fiscal management, budgeting, personnel administration and administrative analysis.

Knowledge of the principles and practices of public relations.

Knowledge of modern office management methods.

Ability to exercise judgment and discretion in applying and interpreting departmental policies and procedures.

Ability to write and express ideas effectively.

Ability to read, comprehend and interpret complex legislative proposals, program evaluation reports, policy issuances, and related materials.

Ability to carry out assignments requiring the obtaining of facts, organization of material, evaluation of data obtained, and preparation of pertinent recommendations.

MINIMUM EXPERIENCE AND TRAINING: Six years of professional experience in administrative management or staff work, three of which must have been in a large public agency; and such training as may have been gained through graduation from a four year college or university supplemented by graduate work in public administration to the level of a Master's Degree;

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Any equivalent combination of experience and training.