ADMINISTRATIVE ASSISTANT I

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Position Overview

The Division of Early Childhood is seeking to hire a self-motivator who is organized, detailed oriented, and works well with others.  Under general direction of the Bureau Administrator, the person will perform a variety of important and confidential functions such as coordinating with internal partners regarding the development, analysis of results, and design and implementation of new or revised policy, procedures, and methods of operation; assisting with completing necessary steps associated with the bureau’s timekeeping; gathering information and independently performs special projects and studies, which are complex and sensitive in nature by using Microsoft Office Suite and other software and platforms in use; analyzing and interpreting data to develop and prepare written special statistical reports;   PowerPoint presentations and written briefs; and assisting the Bureau Administrator in reviewing internal and external functions and procedures for effectiveness and efficiency. 

Essential Functions

• Performs a variety of important staff functions, assisting in the administrative activities of the Administrative Supports Bureau within the Division of Early Childhood.
• Researches, gathers information, and independently performs special projects and studies for the Bureau Administrator, some of which are complex and sensitive in nature, using Microsoft Office Suite.
• Assists in reviewing internal functions, systems, policies, and procedures for effectiveness and efficiency.
• Enters assignments in a formal tracking system to ensure completion within designated time frames.
• Handles highly sensitive, confidential, and/or complex materials, and tasks regarding personnel.
• Performs other duties as required or assigned, which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skills, and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration. 
• Requires one (1) year of professional experience in a public or private organization,

      OR

      completion of an agency-approved professional management training program.

Preferred Qualifications

• Three (3) years of experience providing professional administrative/clerical and/or office support, including interpreting programs, services, and procedures for the general-public and/or other internal/external entities.
• Three (3) years of experience providing administrative leaders office support, organizing email inbox, editing documents, maintaining electronic filing systems, proofing/editing official documents for internal or external review, and responding to inquiries via phone and email.
• Three (3) years of professional experience researching issues and concerns and preparing meeting summaries and reports and recommendations for policy and/or procedural changes.
• Two (2) years of professional experience managing the scheduling calendar, and travel itinerary of a complex organization and/or administrative leader with multiple direct reports.
• Two (2) years of professional experience efficiently tracking status and/or completion of assignments across a bureau or division to ensure such assignments are thorough, accurate, clear, concise, grammatically correct, and completed within designated time frames.
• One (1) year of experience using Adobe Acrobat Pro DC to create, edit, convert files, combine, export, organize, fill, and sign, comment, protect and digitally sign documents with permissions.

Conditions of Employment

• Requires ability to work outside of normal business hours to meet deadlines.
• Requires basic proficiency in Microsoft Office software, including SharePoint, PowerPoint, Visio, Project, Teams, Outlook, Word, and Excel.

*All conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.