GENERAL JOB DESCRIPTION

Performs highly complex (senior-level) work. Provides professional assistance and/or technical program assistance work for the Office of Operations & Administration, including Human Resources, Information Technology and Support Services departments. May train others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Reports to the Deputy Executive Administrator (DEA) of the Operations and Administration Office. Position requires a minimum in-office presence of 3 days per week.

ESSENTIAL JOB FUNCTIONS

• Assists in office-level coordination and preparation of administrative assignments, programs and other matters.
• Serves as primary backup for the Executive Assistant to the DEA.
• Assists with office-wide technical and administrative functions as necessary, to include assisting with Support Services, Human Resources, and Information Technology.
• Schedules meetings, records maintenance & procurement-related tasks, and assisting with hiring-related functions.
• Writes or revises correspondence, documentation, presentations, briefing materials, newsletter content and reports for various initiatives, projects and programs.
• Writes, revises and/or oversees the review and evaluation of administrative policies, practices, and standards.
• Coordinates with administrative support staff in O&A and agency-wide as needed.
• Provides guidance and interpretation on policies and procedures.
• Maintains consistency with the agency’s style guidelines.
• Coordinates and facilitates team meetings and activities.
• Maintains and organizes team records, supplies and rosters.
• Plans and coordinates special projects as assigned.
• Provides rotating coverage and support for the agency’s main telephone line.
• Tracks office-wide compliance with training and/or other actions required from O&A staff.
• Prepares, coordinates and/or reviews expenditure requisitions, registrations, travel authorizations, travel vouchers, monthly timesheets, and other required forms.
• Assists in office-wide or area-specific meeting preparation including prepares and posts notices or agendas, schedules meeting, reserves space and/or online tool, liaises with IT or Support Services.
• Assists in training administrative staff.
• Assists with processing of general human resources management actions documents and budget-tracking.
• Regularly reviews, monitors and updates office website content to maintain accuracy and currency.
• Files, photocopies, faxes, scans, and/or routes hard copy and electronic documents.
• May serve as primary or backup liaison for the purpose of records, public information and/or other administrative capacities.
• Researches and/or references available resources for guidance and clarification.
• Maintains confidential and sensitive information.
• Ensures individual and team files (electronic and hard versions) are appropriately maintained and timely disposed of in accordance with the agency’s records retention procedures and schedule.
• Maintains required certifications and licenses and meets the continuing education needs and requirements of the position to include, attending mandatory training courses.
• May be required to operate a state or personal vehicle for business purposes.
• Performs other duties as assigned.

 MINIMUM QUALIFICATIONS

• Graduation from an accredited four-year college or university with a bachelor’s degree in Public or Business Administration, or a related field.
• Seven years of progressive experience in office management and/or administrative support management.
• Previous experience writing policies and procedures.
• Relevant education and experience can be substituted for each other on a year-for-year basis.

PREFERRED QUALIFICATIONS

• Previous experience in the field(s) of Human Resources, Information Technology or Facilities Support.

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Knowledge of local, state, and federal laws and regulations relevant to the Operations and Administration Office.
• Knowledge of the principles and practices of public administration.
• Knowledge of complex office practices and procedures, including skills in organizing information and records.
• Knowledge of the state legislative process.
• Skills in using Microsoft products such as Word, Excel, PowerPoint, Teams Workspaces and Forms.
• Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Skills in conducting research.
• Ability to promote and carry out agency core values in innovation, impact, pride in public service and accountability.
• Ability to produce clear and concise written correspondence, providing all relevant information.
• Ability to produce aesthetically pleasing and appropriately formatted work products.
• Ability to function efficiently and harmoniously in a team setting, and to coordinate with other teams’ administrative assistants to ensure continuity and consistency.
• Ability to utilize available resources effectively and efficiently.
• Ability to timely and accurately complete a heavy workload focusing on project prioritization to meet deadlines.
• Ability to handle multiple tasks giving special attention to priority items.
• Ability to adhere to work schedules, follow procedures with respect to leave and submit accurate timesheets by prescribed deadlines.
• Ability to make mature, objective decisions and identify areas of potential problems.
• Ability to perform effectively and willingly when changes occur in scope and nature of the work and work environment.
• Ability to perform routine and non-routine work assignments accurately and on-time with little or no supervision.
• Ability to perform assigned duties and improve work habits and/or output.
• Ability to complete work assignments on time, neatly and with infrequent content and grammatical errors.
• Ability to write and interpret policies, procedures, and regulations.
• Ability to provide prompt, courteous and accurate assistance and clear and concise communication to internal and external stakeholders both verbally and in writing.
• Ability to work and cooperate with others in a team environment.
• Ability to manage multiple tasks.
• Ability to stand/sit/move to perform activities such as retrieve/replace files in a large file system for boxes up to 30 lbs.
• Ability to operate a vehicle (state or personal) for state business and maintain a driver’s license and driving record that complies with state and agency requirements.
• Ability to work shifts that may exceed 8 hours, including early mornings, nights, and weekends.
• Ability to train others.