Administrative Assistant

POSITION TITLE: ADMINISTRATIVE ASSISTANT III #50

STARTING SALARY RANGE: $45,898 - $60,814

Reporting to the Chief Operating Officer, provides highly skilled administrative functions for the Chief Operating Officer. Completes assignments that involve daily decision making and interpretation of human resources related policies/procedures and bargaining unit agreements. Assists the Operating Officer with activities in Human Resources, Facility Management, and Technology Support & Infrastructure.

Duties and Responsibilities:

• Performs highly confidential duties for the Operating Officer, exercising independent judgment in interpreting changes in organizational structure, program policy and procedural recommendations, management reports and other documents having an impact on collective bargaining and labor relations issues.
• Conducts special projects for the Operating Officer by researching and gathering information from a variety of sources including the Human Resources Management System (HRMS).
• Prepares confidential correspondence and reports.
• Prepares, logs and routes correspondence from the State Superintendent, Governor's Office, and constituents, following up on response/action taken.
• Working with the Operating Officer, processes employment recommendations and assists with orientation as needed.
• Receives and processes telephone calls and inquiries for the Operations Center including the Human Resources department, ensuring caller's requests are handled in a professional and timely manner.
• Coordinates and maintains the Operating Officer's schedule.
• Prepares necessary materials for meetings and conferences.
• Greets visitors.
• Performs filing, copying, faxing and scanning of confidential materials.
• Prepares and maintains travel reimbursement and expense claims in the Management Information Database Accounting System (MIDAS).
• Maintains the Superintendent's hotline on days it is assigned to the Operating Officer.
• Prepares and processes a variety of confidential correspondence for the Operating Officer, utilizing various computer applications and proofing same.
• Represents and assists the Operating Officer through routine oral and written contact with other agency personnel, government officials, outside entities and the general public.
• As requested by the Operating Officer, assists in responding to management, agency personnel and outside constituents, communicating office policies and procedures.
• Participates in meetings where bargaining unit grievances and labor relations issues are discussed.
• Serves as department timekeeper.
• Maintains and tracks property inventory records.
• Prepares final annual employee longevity report as relates to the Service Award Program.
• Orders longevity awards, prepares correspondence and ensures awards are distributed in a timely manner.
• In coordination with the agency's Records Management Coordinator, serves as department liaison for records management.
• Performs other duties as assigned by the Operating Officer.

Required Qualifications:

• High School Diploma or equivalent.
• Two years of progressively responsible administrative support or programmatic experience in an office setting involving duties such as complex typing, computer work, personnel functions, fiscal procedures, and other specialized activities.
• Extensive knowledge of office practices and procedures.
• Extensive knowledge of grammar, spelling, and punctuation.
• Proficient in Microsoft Word, PowerPoint, and Excel.
• Excellent verbal and written communication skills.
• Superior interpersonal skills.
• Ability to problem solve.
• Highly organized and able to comprehend and interpret policies and processes.

Preferred Qualifications:

• Some college.
• Private/executive administrative support experience.