Administrative Assistant 3
At the Department of Commerce, we strive to be creative, collaborative, and trusted. We identify opportunities to deliver critical funding and services to strengthen communities and aim to promote equity in all aspects of our work. We believe that a diverse and inclusive workforce is essential to our success, and we work to foster an environment where all individuals are valued and respected. We cultivate an environment in which we continuously learn, and we own our work.
We invite all candidates to join us in our mission to create a diverse and equitable workplace that reflects the richness of the communities we serve. Together, we can build a brighter and more inclusive future.
The Housing Division (HD) partners with local governments, Tribes, housing authorities, and nonprofits to develop and preserve affordable housing, promote individual and family self-sufficiency, and reduce adult and youth homelessness. This position works within the Multifamily Housing Unit (MHU) of HD, and is responsible for specific tasks within the State Housing Trust Fund (HTF) and the federal HOME and National Housing Trust Fund (NHTF) programs. This position provides higher-level administrative support to the Managing Director, Assistant Managing Director, as well as program managers and unit staff. This position is the point of knowledge on state government and administrative policies and procedures, office methods, research methods and data collection to support the day-to-day functions and smooth operation of the unit. This position is a member of the Lead Support Team and assists with the development and recommendation of division directives and best practices to ensure quality, streamlining, and cohesiveness that meet the needs of our internal and external customers.
Duties

• Act as liaison/coordinator with all agency offices, including but not limited to, the offices of Information Services, Human Resources, Financial Services and the Operations Divisions.
• When appropriate, serve as liaison between the MD and other staff members, transmitting assignments and reviewing for appropriateness and consistency with agency policy.
• Manage issues related to facilities, space planning, and technology, and personnel.
• Coordinate all office operations, questions and/or needs of MHU staff and the MD.
• Responsible for keeping the MD aware of internal and external deadlines and maintains prioritization of work activities.
• Exercise delegated authority to assign, instruct, and check the work of all professional staff in the unit.
• Prepare reports, portions of plans, and office policy and procedure manuals.
• Establish and ensure adherence to administrative protocols. Responsible for developing new office protocols and strategies or modifying existing ones.
• Complete the preparation of documents related to travel, purchasing, payroll, budget, personnel, and event coordination.
• Exercise delegated signature authority for correspondence, purchasing, travel vouchers, invoices and timesheets when needed.
• Track all unit documents routed for signatures.
• Maintain the MHU external email distribution list and assist with mass communications.
• Responsible for meeting scheduling, logistics, agendas, and note-taking for unit meetings and advisory meetings and stakeholder groups.
• Manage MD and AMD schedule, including regular meetings with staff and external clients.
• Coordinate all personnel actions for the unit, including recruitment, selection/interview, reference checks, appointments, promotions, new employee set-up, and on-boarding and off-boarding employees.
• Ensure position descriptions, work schedules, telework agreements, Signature Authority and performance evaluations are kept current, readily available, and follow agency/division/unit standards.
• Coordinate timesheets, leave requests, and Commute Trip Reduction (CTR) submittals.
• Coordinate training and conferences for all unit staff.
• Assisting with unit-wide communications, including website publications and updates, press releases, legislative correspondence and Governor Correspondence.
• Coordinate responses to public records requests.
• Develop written and oral responses to general inquiries and requests for unit action and information or refers such inquiries to unit staff, providing direction on the response.
• Responsible for unit records retention activities.
• Provide support to unit staff with setup, filing and maintenance of contract and legal document files, general copying, and report development.
• Make system improvements as necessary.
• Assist with database maintenance.
• Assist the MD, AMD, and the other unit supervisors in improving, documenting and implementing unit processes and procedures.
• Participate in the Division Lead Support team; complete additional duties associated with Division-wide support such as helping with division meetings and working collaboratively to develop division procedures.
• Process mail received for MHU.
• Coordinate staff moves, cubicle setups, and changes for the unit.
• Coordinate division-wide events. Coverage/backup of the agency reception desk and mail as needed.

Required Qualifications

• High School Graduation or GED, AND three years of professional experience in office/clerical, secretarial, bookkeeping, accounting, general administrative work (which includes the management or delivery of homeless housing assistance or related field social services field.). Formal education will substitute year-for-year of experience.
• Intermediate skill in Microsoft Word, PowerPoint and Outlook
• Collaborative team member that values diversity and can work effectively and positively with individuals of diverse cultural and socioeconomic backgrounds with an understanding of power, privilege and inequity.

Desired Qualifications:

• Affordable housing, housing finance, or commercial real estate experience.
• Lived experience of homelessness or lived homeless system involvement.
• State government or state funding programs experience.
• Budget and accounting experience.
• Communications or marketing experience.
• Ability to communicate fluently and effectively, both verbally and in writing; writing skills necessary to develop letters and provide summary reports; comprehension skills to successfully translate verbal and written information.
• Professional, cordial interpersonal relationships, can-do attitude; maintain professional and respectful demeanor in stressful situations.
• Strong organizational and coordination skills to insure a smooth-flowing, productive work unit.
• Ability to independently determine, organize, and prioritize workload.
• Ability to work under changing deadlines.

Supplemental Information
To be considered for this position the following are needed: