Administrative Professional 3

State of Ohio • Columbus, OH

1d • Onsite

About The Position

The Ohio Department of Administrative Services (DAS) is hiring an Administrative Professional 3 in its Office of Real Estate and Planning. The office supports state entities with office-space assessments, space allocation, planning and design, project management, commercial leasing, real estate acquisition and disposal, property transfers, leasing of state buildings and land, appraisal review and valuation, surveyor services, and oversight of eminent domain actions. The position provides secretarial and non-routine administrative support to Real Estate and Planning staff and the Administrator, including work that calls for independent administrative judgment and familiarity with real estate and interior-design terminology.

The role also supports industrial compliance and prevailing-wage coordination, and performs public-relations, visitor-service, employee-orientation, and training coordination duties. This is an on-site position at DAS’s Columbus office. The posted schedule is first shift, 8:00 a.m.–5:00 p.m.; DAS core hours are Monday through Friday, with start and end times potentially varying based on operational needs and supervisory approval. Travel may be required as needed.

Requirements

• At least 30 months of experience or training in a secretarial or administrative professional field; or completion of associate core coursework in secretarial science or business office applications from an accredited career school or community college plus 12 months of relevant experience; or 12 months of experience as an Administrative Professional 2; or equivalent qualifications.
• Knowledge of public relations, commercial real estate and planning language and terminology, agency policies and procedures, and project coordination.
• Skill operating a personal computer and associated software, including MS Word, PowerPoint, and Outlook, and advanced operation of MS Excel, including creating spreadsheets, charts, graphs, and tables with formulas.
• Ability to independently carry out detailed verbal or written instructions; define problems, collect data, establish facts, and draw conclusions; plan, develop, and coordinate multiple projects; organize time and materials to meet deadlines; make administrative and procedural decisions; and prepare meaningful, concise, and accurate reports.
• Must provide own transportation for required travel, or have a valid driver’s license to operate a state vehicle.
• Applicants must demonstrate proficiency by passing any applicable selection device required for the position.

Responsibilities

• Provide secretarial and non-routine administrative support to Real Estate and Planning staff and the Administrator.
• Coordinate projects and project activities with unit employees.
• Independently formulate decisions or judgments involving real estate and planning operations.
• Respond to administrative and programmatic issues and needs of Real Estate and Planning staff.
• Gather information to assist with strategic planning for office functions.
• Represent the office at meetings; research and analyze programs, policies, and procedures; and evaluate data related to office operations.
• Maintain Office of Real Estate and Planning databases and active project reports.
• Prepare analytical reports, spreadsheets, graphs, and charts, and compose complex and confidential correspondence, reports, and files.
• Draft and formulate manuals and publications for distribution.
• Order materials and schedule and coordinate meetings.
• Submit applications for quarterly and special permitting as directed; coordinate payment of industrial compliance invoices with DAS Finance; file related documentation and maintain filing systems; and coordinate related matters with Planning and Design staff.
• Serve as the office liaison for commercial lease and state-owned improvement projects that meet prevailing-wage thresholds.
• Prepare and file prevailing-wage documentation, forms, and communications; coordinate with office staff; attend prevailing-wage meetings; and perform related duties.
• Greet customers and visitors, handle sensitive telephone calls, and route calls to appropriate parties.
• Guide new employees through orientation and maintain orientation materials.
• Coordinate and monitor staff training and development, schedule employees for training, organize training sessions, and develop session agendas.
• Perform other duties as assigned.

Benefits

• Medical coverage
• Free dental, vision, and basic life insurance premiums after completion of the eligibility period
• Paid vacation, personal and sick leave, and 11 paid holidays per year
• Childbirth, adoption, and foster care leave
• Education and development opportunities, including employee development funds and Public Service Loan Forgiveness
• Public retirement systems, including OPERS, STRS, SERS, and HPRS
• Optional deferred compensation through Ohio Deferred Compensation

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree