Administrative Assistant IV
About The Position
Part-time On-site office presence required Reporting to the Executive Director, this position requires an individual with multiple skills for a variety of functions at a professional level. Job Summary This position is responsible for managing licensee application processes and supporting key administrative and operational functions of the agency. The role requires independent judgment, attention to detail, and the ability to manage multiple tasks and projects. The position works collaboratively with staff and leadership to ensure efficient, accurate, and timely delivery of licensure and administrative services. Limited supervisory or lead responsibilities may be assigned but are not the primary function of the position.
Requirements
- Knowledge of administrative and office procedures, records management, and workflow processes
- Ability to work independently and exercise sound judgment
- Ability to manage multiple priorities, deadlines, and projects
- Strong attention to detail and organizational skills
- Ability to interpret and apply statutes, rules, and policies
- Ability to communicate clearly and professionally, both verbally and in writing
- Ability to develop and deliver effective presentations to varied audiences
- Ability to analyze processes and recommend operational improvements
- Ability to maintain confidentiality and handle sensitive information
- Proficiency with office technology, databases, and administrative systems
- Education and Experience requirements at this level consist of a bachelor's degree plus three years of technical clerical, secretarial, or general office work, or an equivalent combination of education and experience, substituting one year of qualifying experience for each year of the required education.
Nice To Haves
- Experience with project management, process development, or operational improvement is preferred.
- Experience in a licensing, regulatory, or compliance-based environment is a plus.
Responsibilities
- Manage the intake, review, tracking, and processing of licensee applications, renewals, and related documentation
- Serve as a point of contact for applicants, licensees, and stakeholders regarding agency procedures, requirements, and timelines
- Maintain confidential and complex records in accordance with agency policy and statutory requirements
- Interpret and apply statutes, rules, policies, and procedures related to licensure and administrative functions
- Identify operational inefficiencies and assist with the development and implementation of process improvements
- Participate in and lead assigned projects related to operations, system improvements, or program development
- Prepare correspondence, reports, and procedural documentation
- Develop and deliver presentations to internal and external audiences, both in-person and through virtual platforms
- Coordinate and participate in meetings, trainings, and outreach activities, as assigned
- Coordinate activities with internal staff, leadership, and external partners
- Support administrative operational functions such as purchasing, invoicing, contracts, and other fiscal or administrative duties, as assigned
- Utilize agency systems and technology to manage data, review records for accuracy, resolve discrepancies, and produce reports
- Assist with training, onboarding, or mentoring of staff, as assigned
- Represent the agency or program area at meetings, workgroups, conferences, or stakeholder engagements, as directed
Benefits
- This position is part-time, working 25 hours or less per week, and therefore does not offer benefits (medical, dental, vision, retirement, short term disability, paid time off, paid holidays, etc.).
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What This Job Offers
Job Type
Part-time
Career Level
Mid Level
Number of Employees
11-50 employees
