Administrative Asst II
Performs complex and responsible administrative assistance/secretarial work involving not only routine and special technical support duties for the unit and assigned professional staff as well as data-base entry and tracking system maintenance. Creates Spreadsheets as needed to carry out assigned duties. Work involves typing correspondence and preparation of various reports; preparing data for analysis; and performing other clerical, administrative and technical support duties. Assist with data collection for Department Of Justice Documents as needed. Use good judgment in making routine, independent decisions regarding operations. Work includes frequent contact with professional and department head level staff. Position requires professional, courteous and cooperative interactions with agency staff, Individuals and visitors. Position reports directly to the Assistant Director of Programs. Some overtime may be required in emergency situations for special projects.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Handles incoming calls and visitors for office.
Produces documents and correspondence as assigned.
Enters and tracks Level of Supervision data
Enters weekly Duty Roster and Critical Incident On-Call Calendar*
Orders office supplies through MIMS and Office Depot*
Receives Intakes from Department of Family Protective Services and distributes information to appropriate staff
Creates complex Excel documents for tracking various data
Enters data into assigned data base/s
Maintains staff work schedule and training records.
Process computer forms for staff access
Distributes and tracks position descriptions and evaluations
Completes activities related to staff travel
Keeps supervisor advised of issues of interest in the work area.
Maintains Administration Building car schedule for travel purposes and assists with scheduling Adm. Conf. Room as needed*
Performs other special projects/tasks as assigned.
Carries out assigned duties in a safe manner. .
Promotes positive, constructive working relationships with other staff, visitors and family members. Demonstrates commitment to facility mission and service/workplace values.
Serves as Back up to Director Administrative Assistant position for * items and other possible functions
Knowledge Skills Abilities:
List the knowledge, skills, and abilities critical to performance in this position:
Knowledge and proficiency in use of personal computers, Excel, Access and Microsoft Office Suite software.
Knowledge of routine office equipment and automation to efficiently complete assignments. Considerable knowledge of English vocabulary, spelling, punctuation and basic arithmetic.
Knowledge of filing systems and organizational skills. Must be able to type at least 60 words per minute.
Ability to apply principles of office management job techniques to work situation.
Ability to work independently on difficult or complex tasks and maintain complex clerical records. Ability to communicate effectively with a wide spectrum of unit and support services with maintaining highest degree of confidentiality.
Ability to effectively manage time and priorities independently.
Ability to prepare accurate reports from a variety of statistical or accounting information.
Ability to interpret procedures and follow complex instructions.
Ability to work well in situations of high volume and time deadline pressures.
Knowledge of clerical office practices and procedures; of agency and other relevant policies, rules and regulations; and reporting procedures.
Ability to plan, assign, and monitor work; to prepare complex reports; to develop work processes and procedures; to review, classify, and code data; and to prepare concise reports and summaries.
Ability to type from dictated sources.,
Knowledge of supply ordering procedures.
Registration or Licensure Requirements:
Initial Selection Criteria:
High School Degree or GED
Associates Degree or 60 semester hours in Business, Allied Health, or related fields desirable
Two years experience in comparable duties to an Administrative Assistant
Experience above five years may be substituted for Education on a 1 year to 30 semester hour basis.
All applicants must pass: pre-employment drug screen, fingerprint criminal background check, and Client Abuse/Neglect Reporting System (CANRS), Employee Misconduct Registry and Nurse/Aide Registry checks. Males between the ages of 18 – 25 must be registered with the Selective Service.
All State Supported Living Center Employees are subject to Random Drug Testing.
Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS employee service center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
Req ID 222820