Administrative Assistant 3 – DOH8341

Description

• Administrative Support: Establish and maintain administrative procedures, act as a resource for clients and contractors, and participate in office-wide quality improvement initiatives.
• Procurement Coordination: Prepare, coordinate, and track procurements for office equipment, software, and supplies, ensuring timely updates to the Section Manager.
• System Management: Create and maintain tracking systems for federal and department-level assignments, bill analysis, and other critical tasks.
• SharePoint Management: Develop and maintain SharePoint pages to support communication and coordination within the section.
• Meeting Coordination: Schedule and support webinars, web-based meetings, and conference calls, including sending invitations and providing technical support.
• Personnel Support: Assist with scheduling interviews, preparing documents, and facilitating new employee onboarding, ensuring compliance with standards.
• Confidential Document Handling: Prepare, route, and track sensitive documents, correspondence, and reports, maintaining confidentiality and accuracy.

• Applying quality improvement tools to improve efficiency, accuracy, and overall quality.
• Cultural Competency: Ability to interact with diverse customers and partners demonstrating cultural, ethic, and gender sensitivity and competence.
• Communication Skills: ability to effectively communicate both orally and in writing to internal and external customers.
• Technical Proficiency: Advanced skills in Microsoft Office Suite and SharePoint, with the ability to manage documents, track assignments, and support team communication.
• Organizational Skills: Exceptional organizational abilities to work independently, ensure timely task completion, and interpret policies and procedures.
• Interpersonal Skills: A collaborative approach to problem-solving, independent judgment, and adaptability in dynamic situations.

• Three (3) years of experience completing a high volume of administrative tasks in an office setting and managing numerous tasks and deadlines in a large office setting (e.g., 50 employees, multiple programs/services, or a large client base).

• Three (3) years of experience answering incoming calls on a multi-line phone system while entering data, conducting computer-based inquiries, and updating records.

• Three (3) years of experience creating and maintaining tracking systems for managing office projects, assignments, and expenditures, including monitoring progress, deadlines, and budgets.

• Two (2) years of experience maintaining electronic filing systems, ensuring organized document storage and retrieval.

• Two (2) years of experience drafting and reviewing documents, including correspondence, reports, and presentations, adhering to established formatting, accessibility, and accuracy standards.

• Experience maintaining and improving administrative procedures to enhance workflows and processes.
• Experience coordinating logistics for web-based meetings, conference calls, and webinars, including scheduling, technical support, and minute transcription.
• Experience coordinating personnel-related administrative processes, including handling forms, approvals, and onboarding, in compliance with standards.
• Experience leading quality improvement initiatives to streamline workflows and tools, ensuring consistent adherence to procedures.
• Proficiency in maintaining SharePoint pages and other collaboration tools to support team coordination.

• Commit to a full-time 40-hour workweek schedule (flexible work schedule requests must be approved supervisor).
• Communicate through applications such as MS Teams and MS Outlook, and by phone while working remotely.
• Adjust my work schedule occasionally to align with business needs, which may entail working evenings and weekends.
• Perform my job duties either remotely from home or in-person at the designated DOH site location.
• Occasional travel may be necessary, sometimes requiring overnight stays or trips out of state. You must be able to legally drive a vehicle or arrange alternative transportation for state business.
• Engage in emergency response exercises and high-priority assignments as assigned during emergency events.

• Resume
• Cover letter
• 3 or more References, include in your applicant profile
• DD-214 (if applicable)

• REMOVE personal photos – do not submit any documents containing personal photos.
• Transcripts (unless specifically requested in the Application Directions)
• Certifications or Diplomas
• Projects or Portfolios
• Letters of Recommendation

Supplemental Information