Administrative Assistant

At the Department of Licensing (DOL), we recognize the importance of work life harmony and strive to create a culture where employees feel valued and respected. Our employees are trusted and encouraged to be a part of process improvements that impact their work, create value for our customers and help build trust in our government.

We are currently recruiting for an Administrative Assistant to support our Prorate and Fuel Tax Services (PRFT) program within the Business & Professions Division.

Our Business & Professions Division (BPD) oversees licensing and regulatory activities for 34 professions and 143 license types (businesses and individuals) and administers the Prorate and Fuel Tax Services program. PRFT administers the state’s fuel tax collection programs, as well as the International Registration Plan (IRP) and International Fuel Tax Agreement (IFTA), collecting almost $2 billion in annual revenue for the state’s transportation programs to ensure investment continues in state roadways.

If you have excellent communication skills, are exceptionally organized, and can embrace a role of leadership and executive support, we invite you to apply!

As an Administrative Assistant within the Business and Professions Division (BPD), you will be the principal assistant to the Administrator. Predominately, you will handle routine administrative work, manage schedules and meetings, plan, troubleshoot, and build relationships while supervising our assistant team. You will also help lead, educate, and create solutions for the team alongside your Administrator. Prior experience speaking for leadership without direct supervision is going to lead to your success in this role. While supporting routine and special work assignments, you will also ensure service delivery continues to function while representing your administrator at times. Your attention to detail and ability to excel under tight deadlines and pivot based on changing priorities will be essential.

Some of what you will do:

• Maintain Administrator email, calendar, and schedule.
• Act as stand in for the Administrator as necessary, including signature authority on administrative correspondence.
• Supervise staff that provide administrative and clerical support to the program area(s).
• Coordinate leadership travel arrangements, creating itineraries, compiling expenditure reports, and preparing vouchers.
• Create and maintain section records according to state and agency retention schedule for public record requests.
• Act as an HR Liaison within the division to assist with recruitments, documenting corrective actions, investigations, hiring, onboarding, and offboarding. 
• Monitor monthly budget reports to reconcile and track expenditures and assist in establishing budget allotments.

What you will bring to the role:

• Four (4) years of progressive experience in office, clerical, secretarial, bookkeeping, accounting, or general administrative work. 
• Experience must include two (2) years of the following:
• Providing administrative support to a supervisor, work unit, or mid-level manager which could include scheduling meetings, managing a calendar, managing assignments, or acting as a delegated authority.
• Using computer programs to write documents, send emails, edit spreadsheets, write notes, and present information.
• Processing payments for invoices, vouchers, purchases, facility and equipment rentals, and special purchases.
• One (1) year of composing, formatting, proofreading, and editing professional correspondence, emails, memos, letters, notes independently.

*Experience can be gained concurrently*

What may help set you apart: 

• Associate degree or higher.
• Experience in the following:
• Leading or supervising a team which could include guidance to staff, cultivating teamwork, mentoring, or coaching staff.
• Managing, coordinating, and archiving records according to approved retention schedules.
• Monitoring budgets, tracking expenditures, and budget projections. 
• Coordinating travel and meeting arrangements for staff using Travel Expense Management System (TEMS) or similar system.

Additional Conditions of employment:

• A Valid Driver's license without restrictions.
• Prior to a new hire, a preemployment check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.

DOL is committed to the full inclusion of all qualified individuals. In keeping with our commitment, we will take steps to assure that people with disabilities are provided reasonable accommodation.