JOB SUMMARY: Under broad supervision, performs a wide range of office administration duties for   assigned functions or program areas, duties may be complex in nature and may involve access to confidential information. May research, investigate, and/or resolve program data or issues. Drafts documentation, reports, or presentations. Represents program or unit, provides information and assistance to internal and external customers.

PRIMARY DUTIES & RESPONSIBILITIES:

·         Calendar management, including setting up meetings with internal and external parties, securing meeting space and providing meeting support as necessary (e.g., IT support for hybrid meetings)

·         Interpersonal communications/customer service for interaction with external parties; serve as primary contact for office on scheduling requests and other items

·         Digital file organization

·         Inputting and approval of timecards to agency timekeeping software

·         Correspondence management: tracking incoming letters and emails, drafting template responses to various inquiries, ensuring timely response, securing digital signatures, routing within the Department

·         Manage travel and expense reports, including registration for conferences, booking flights and lodging, coordinating vehicle reservations both externally and within Department motor pool, completing required travel requests and filing for reimbursement.

·         Coordinate with IT personnel on the maintenance and repair of computers, printers, mobile devices, and digital applications.

·         Working closely with the Director and executive team to manage various division contracts and monitor budget items associated with those contracts.

·         Other duties as assigned

MINIMUM QUALIFICATIONS

The selected candidate must meet the advertised minimum qualifications to include the Entry Qualifications as well as Agency Specific Qualifications.

ENTRY QUALIFICATIONS:

·         High school diploma/GED and four (4) years of job-related experience; or two (2) years of experience required at the lower-level Administrative Assistant 2 (GST051) or position equivalent.

AGENCY SPECIFIC QUALIFICATIONS:  

·         One year of demonstrated experience in calendar management, including follow-up to ensure action item completion

·         Strong interpersonal and communications skills in various platforms, including email, written messaging, telephone, and in person. 

·         Ability to build rapport and maintain relationships with key contacts internally and outside of the organization.

·         Demonstrated interpersonal skills in working effectively with executive level staff, other department personnel and external customers in a cooperative and professional manner to achieve goals, Organizational skills, attention to detail, and the ability to multitask

·         Demonstrated experience to manage time effectively and display a high level of initiative in accomplishing tasks and meeting deadlines

·         Intermediate computer skills in Microsoft Suite (Outlook, Word, Excel, PowerPoint, and Teams) and Adobe Acrobat PDFs

·         As the gatekeeper, attentive to executive calendars and priorities

·         Demonstrated ability to adapt to changing situations in a fast-paced environment

·         Committed to providing quality customer service

AGENCY PREFERRED QUALIFICATIONS:

·         Bachelor's degree in business administration, communications, or a related field from an accredited college or university AND Two years of office administration or senior secretarial experience OR Equivalent combination of experience, education, and training.

·         Related experience in a large organization

·         Knowledge of the Department's programs, policies, and procedures as it relates to advertised position.

·         Knowledge of Concur, WFTK timekeeping software, e-Procurement
                                           

                        IMPORTANT INFORMATION FOR ALL GDOT JOBS
The interview is just one part of the overall selection process and is not the only criteria used to make the final selection. In addition to the interview, the final selection is based on the applicant’s work history and performance (documented in HR and/or Office files), PeopleSoft/employee status (i.e. rehire code), employee performance reviews, personnel file review (HR & Office Files), criminal background check, employment reference checks (including references and commendations from Managers and other relevant documentation) and, for supervisory positions, demonstrated leadership skills based on past and current work history will be considered.
Good Employment Standing:
In accordance with the Interview and Selection Process (ISP), an applicant must have no active disciplinary actions to be in good employment standing. Actions that may disqualify an applicant include letters of reprimand (active for 12 months after issuance date); suspension without pay or disciplinary demotion (active for 12 months from the effective date); Performance Improvement Plans (PIP) and Leave Restriction Plans (active until 12 months after the date of conclusion). In addition, an employee must have an overall ePerformance rating score of three (3) or higher on their most current evaluation. Please note that Memorandums of Concern are not considered disqualifying factors. Human Resources may remove any employee from consideration for selection who is pending a disciplinary action; however, if the action is resolved in the employee’s favor, he or she will be allowed to compete.

THIS IS AN EXTERNAL AND INTERNAL JOB ACCOUNCEMENT.

THIS IS AN UNCLASSIFIED POSITION.

THE SELECTED APPLICANT FOR THE POSITION WILL BE SUBJECT TO A REFERENCE CHECK AND CRIMINAL BACKGROUND CHECK, WHERE APPLICABLE

PLEASE INCLUDE ALL RELEVANT JOB INFORMATION ON THE APPLICATION FOR
CONSIDERATION. ALL APPLICATIONS WILL BE PRESCREENED.

UPON PROMOTION, THE SELECTED CANDIDATE WILL RECEIVE 10% or THE GDOT JOB SPECIFIC MINIMUM SALARY, WHICHEVER IS GREATER.

GDOT IS AN EQUAL OPPORTUNITY EMPLOYER