Administrative Assistant 2

Public Assistance Administrative Assistant

 

This Administrative Assistant provides administrative support to the Public Assistance Disaster Recovery Division, supporting the grants administration functions of the agency for various federal grant programs. The position reports to the Manager of Public Assistance Disaster Recovery Division and provides direct administrative assistance to this division.

Areas of Responsibility include:

 
• Displaying a professional image and demonstrating a high level of ethical conduct in representing the agency
• Providing excellent customer service to internal and external customers
• Composing, generating and proofing correspondence, reports, memos, and other documents
• Using various computer applications to edit and format statistical and narrative reports
• Performing data entry and database maintenance functions
• Organizing and coordinating daily activities
• Assisting the staff in organizing and executing routine activities and special projects

• Maintaining files and reference materials
• Ordering, maintaining and monitoring the use of supplies, equipment and services
• Providing program, administrative, and technical assistance to customers (internal and external) and staff
• Researching and resolving program or customer issues or questions
• Conducting research to compile information needed to generate reports, complete projects and accurately respond to questions and concerns
• Analyzing problems, questions, issues, etc. and developing recommendations for resolving them
• Tracking and mailing checks, documents and reports to/from local government, nonprofit as well as other state agencies
 

POSITION SPECIFIC QUALIFICATIONS:

Availability to work extended hours and shifts on non-traditional workdays or holidays during emergencies and willingness to take on non-position related duties as assigned in addition to regular duties during disasters that warrant activation of the State Operations Center.

The selected candidate will be required to pass a background investigation as a condition of employment. Items that may be examined in a background check include but are not limited to: credit records, criminal records, fingerprint records, education records, past employers, military records, state licensing/certification records, driving records, and vehicle registration.

 

• Skill in composing documents that are clear, concise, and do not require editing for grammar and spelling
• Ability to effectively communicate thoughts, ideas and facts orally
• Ability to read, interpret, comprehend interpret, and apply advanced written materials for practical business purposes (e.g. laws, regulations and policies)
• Ability to prioritize tasks with respect to importance and time available
• Skill in realistically estimating time to complete projects
• Skill in categorizing or sequencing tasks to increase efficiency

 

Preferred Qualifications:

 Successful experience providing administrative support for a senior manager as well as an organization that included dealing with issues, situations and documents of a sensitive and/or confidential nature

• Advanced level skill in the use of MS Word
• Advanced level skill in the use of MS PowerPoint
• Intermediate to advanced level skill in the use of MS Excel
• Skill in utilizing database applications to process, track, and audit expenditures
• Skill in conducting research using multiple processes to collect and evaluate information
• Skill in evaluating options and deciding on the best course of action to meet objectives

 

Qualifications - 

Associate's degree from an accredited college or university AND One year of related experience OR Three years of related experience.

 

Associate's degree from an accredited college or university AND One year of related experience OR Three years of related experience.

Salary : $40,000