Administrative Services Assistant 3. This position serves as assistant to the Department of Health and Human Resources (DHHR) Chief Operations Officer (COO). The employee will support all aspects of the complex and varied duties under the COO's responsibilities, which include, but are not limited to, statewide operations of DHHR facilities, department wide procurement, asset management, and inventory control. This position will coordinate and direct various assignments and tasks to the directors of the four sections of operations, including the new section for construction and project management. The COO often deals with sensitive and controversial issues, and this employee will be responsible for ensuring that proper confidentiality is observed with all assignments. Will also train and assign work to the Administrative Services Assistant I position for the new construction and project management section, and will coordinate various work assignments regarding budgeting and accounting for all 4 sections of operations. This employee will be highly involved in the drafting and development of complex construction contracts and documents for the COO's signature. Employee will also develop technical procedures for the effective implementation of the work of the unit to include forms, operation procedures and proposed policies; confers with section directors and other staff regarding revisions to budgetary, purchasing and other administrative services, policies and procedures. This employee has considerable authority to vary work methods and may be assigned responsibility to commit the agency to alternative courses of action. Will develop and maintain a statewide program for regulating facility processes statewide, and serve as the COO's liaison with the bureau commissioner, community service managers, hospital administrators, state lab and medical examiner management, and other executive staff at these facilities, instructing and directing these individuals in the proper implementation of the program. Will operate and maintain an ongoing informational database for the employee's own, as well as the COO's, use in managing contractual and legal activities associated with maintaining the facilities in order for the employee to oversee the program efficiently. Will instruct and direct the activities of professional, technical and/or support staff in the state level administrative office at the request of the COO and/or in his/her absence. Will communicate on behalf of the COO through letters, calls, meetings, etc., to various DHHR bureau commissioners or office directors or their appointees on operational issues, as well as contact other state, city or county officials throughout the state, as needed. Will write policies and technical procedures for general DHHR employees and appointees to properly instruct them in their duties and responsibilities in regard to use and management of security access systems maintained and operated by DHHR operations at their owned state-level facilities, and develop and/or create forms for use in the operation of these systems.
See qualifications expectations below. If you qualify and have high level executive or broad program administrative support experience and need more information about this job, contact Mona Chastain at 304-558-3217
How to Apply: APPLY ONLINE. Do not use a paper application unless you cannot apply online. If you must use a paper application due to disability or other valid reason, please call our office (304) 558-3950 (8-4:30pm) for special instructions. Your eligible score will be based on information provided in your application.
If you have previously applied and want to update your name, address or email, do not re-apply. Simply login to your online account and click "My Account" . Make changes and Save. You do not need to re-apply or notify us to make account contact information changes. If you must change or add education, work history, work preferences, or county availability, you may submit a new updated online application after 24 hours. We will use the most recent application. You MUST do this BEFORE any stated closing date. After that, you may send us a letter and we will update your record.
IMPORTANT: This posting is for one or more specific vacancies. Applicants will be considered ONLY for these position(s) and specified location(s). Your application will remain active for this job for 120 days or until the job is filled. Should this job title be re-opened for applications at a later date, applicants who remain interested in this job title MUST re-apply to be considered. You may complete an online Interest Card at our main jobs page to receive an email notice anytime jobs in this or other categories are posted.
Training: Graduation from an accredited four-year college or university with a degree in the area of assignment.
Substitution: Additional qualifying experience as described below may be substituted on a year-for-year basis.
Required Experience: Three years of full-time or equivalent part-time paid experience in a professional, administrative, technical, or supervisory position related to the duties and level of responsibility described above. The selected person is expected to have significant highly responsible experience in providing program administrative support, administrative program coordination, change implementation, and program monitoring. Experience working with top management in a varied administrative environment is desirable. Proficiency in using Office Software is expected.
Substitution: Graduate study in the area of assignment may be substituted on a year-for-year basis for up to two (2) years of the required experience.
NOTE: You may attach your transcript or training records to the online application; however, verification is not required at time of application. Your application MUST contain complete education/training information. You will be required to provide verification documents if contacted by the agency. Important: If you have a Regents Bachelor or Arts (RBA) degree you should attached or send a transcript as soon as possible after applying so that we may properly review any required specialty course work.
If you decide to apply you will be required to answer the online Supplemental Questions shown in the tab above.