Under the general direction of the Prevention Director, performs moderately complex technical and administrative duties to support the programs in the HIV/STD Prevention Unit. Work involves planning, organizing, and performing a variety of administrative activities including preparing routine and specialized correspondence and reports; answering telephones, preparing purchase request forms and entering requisitions into the CAPPS Financial System; processing invoices for payment; maintaining and ordering supplies; filing of all requisitions; copying documents; maintaining files; preparing and routing of mail. Responsible for updating distribution lists for the Program Groups; scheduling meetings and make meeting preparations; coordinating travel arrangements and preparing travel vouchers; disseminating program information to various internal and external customers; mailouts; responding to phone inquiries; and training others as needed. Responsible for ensuring the Branches are following state record retention schedules. Provides administrative support as assigned to all the programs within the HIV/STD Section.
Works under moderate supervision and latitude for utilizing initiative and independent judgment.

Essential Job Functions:
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
(30%) Performs technical support work for the HIV/STD Section's programs. Assists in planning and preparation of complex reports, correspondence, forms, and documents utilizing word processing software, spreadsheets, and data bases. Coordinates, prepares, interprets, and disseminates information on the programs' procedures. Assists with program mailouts, distribution of mail; work involves opening, date-stamping, scanning, and routing of mail; copying and filing documents. Maintains and updates contractor distribution lists. Assists with making meeting preparations like securing conference rooms and phone lines for meetings. Assists with general human resources work and participates as a key member of the programs in the HIV/STD Section.
(25%) Responsible for entering requisitions into CAPPS Financial System and tracking purchases for the programs in the HIV/STD Section. Places orders for program supplies. Processes invoices for payment and maintains a tracking system. Work with receiving to enter receivers in CAPPS for purchases received to ensure payment of invoices. Responsible for maintaining files for purchases made and received. Responsible for tracking and preparing the necessary forms for registrations, unencumbered payments, and invoices.
(25%) Completes Travel requests and reimbursement vouchers in the CAPPS Travel system for the program staff in the HIV/STD Section. Assists with travel arrangements and schedules.
(10%) Manages records retention schedules and ensures the management of records are in accordance with established guidelines. Ensures forms are completed and filed to document the storage or destruction of records. Trains others as needed.
(5%) Provides assistance answering and routing phone calls, taking messages, and greeting and directing visitors to the appropriate staff.
(5%) Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role
to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.