LEGISLATIVE ADMINISTRATIVE ASSISTANT
About The Position
The Legislative Administrative Assistant works under the supervision of the Committee Services Administrator and closely with an assigned Legislative Committee Specialist, Analyst, or Lead to prepare for committee meetings and maintain accurate, complete records of meeting proceedings. The role provides administrative and clerical support to supervisory and professional staff in the Committee Services Section, including receptionist, office clerk, secretary, and data-entry duties. It also supports presentations, studies, special reports, and other requested tasks. The position involves assisting with committee meeting logistics and documentation, responding to inquiries from legislators and the public, maintaining files, and supporting the work of the Research Services Division and Bureau. Travel to in-state and out-of-state legislative committee meetings may be required as needed.
Requirements
- High school diploma or equivalent.
- Clerical training and skills commensurate with assigned tasks.
- Knowledge and proficiency in English grammar, spelling, and punctuation.
- Strong proofreading skills.
- Strong organizational skills, including the ability to organize workload and set priorities.
- Proficiency in Microsoft Word, Excel, Outlook, the Internet, and Access database programs.
- Knowledge of operating facsimile machines, copy machines, and multi-line telephone systems.
- Ability to communicate with Bureau staff, state agency staff, members of the General Assembly, and members of the public.
- Ability to plan, organize, record, and summarize meeting proceedings.
- Ability to manage time effectively and complete work under strict deadlines.
- Ability to compile data and maintain files and records accurately.
- Professional attitude, appearance, and communication skills, with appropriate discretion regarding confidential matters.
- Ability to take initiative, organize and monitor projects and workflow, cooperate in problem solving, and work as part of an administrative support team, including assisting other administrative assistants when needed.
Responsibilities
- Answer telephone calls and greet members of the General Assembly and other visitors during committee meetings and at the Research Services Division and Bureau front desks during regular office hours.
- Compose routine correspondence and prepare committee forms, meeting agendas, notices, minutes, reports, presentations, and correspondence for Legislative Committee Specialists, Analysts, or Leads.
- Assist with general research using the Internet, Folio Views, and internal Bureau programs.
- Maintain computer and paper files according to office procedures and instructions from the assigned Legislative Committee Specialist, Analyst, or Lead.
- Prepare meeting packets and maintain per diem sheets.
- Record meeting discussions and actions.
- Set up committee meeting rooms, order required audiovisual equipment, and check meeting room microphones.
- Post meeting agendas and exhibits on the General Assembly website.
- Assist members of the General Assembly, state agency staff, Bureau staff, and the public with issues concerning legislative committee meetings.
- Travel as needed to in-state and out-of-state legislative committee meetings.
- Attend training sessions, conferences, and workshops to improve job-related skills.
- Perform other related duties as requested by the Committee Services Administrator, Deputy Director for Research Services, and Director of the Bureau.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
