Responsible for administrative and business support for both Education and Communications Branches on a statewide basis including Branch leadership and Administration.
Manage and oversee daily business operations for the Branch, including accounts payable, invoice tracking/payment, processing p-cards, keeping inventory of Branch equipment including IT equipment and fleet.
Ensure continuity of business operations through collaboration among Branches, Regions, Administration and staff.
Develop procedures designed to facilitate Branch operations and provide guidance to field staff on policy procedures.
Perform administrative functions for high level executives, including composing correspondence/memos, coordinating travel, preparing data and documents for presentations.
Assists in the organization of executive-level meetings and conferences including agenda preparation, travel arrangements, and vendor agreements.
Track Branch budget and expenditures to ensure compliance through regular audit and reconciliation.
Oversee recruitment, onboarding, payroll, training, termination, disciplinary actions, correspondence and performance appraisals of staff.
Plan, assign, coordinate and supervise activities of clerical staff, including schedules, vacation coverage, payroll processing, etc.
Maintain detailed confidential files.
Correspond and communicate with internal and external customers via phone, email and in-person discussions.
Answer departmental process questions for internal and external stakeholders, and provide training, when necessary.
Order office supplies and furniture and manage vendor contracts.
Maintain functionality of office machines.
May be responsible for the scheduling of fleet equipment and/or non-administrative staff in smaller branches.
Collaborate with other departments as needed.
Other duties as assigned.
Associates Degree in Accounting, Business Administration or related field or an equivalent combination of education and experience.
5 years related work experience required.
Proficient in Microsoft Office, including Word, Excel, and Powerpoint.
Demonstrate a thorough knowledge of office practices, procedures, and equipment.
Ability to provide quality customer service in a courteous and professional manner.
Ability to quickly learn and understand Department functions, organization, policies, regulations, and other administrative information and instructions.
Ability to remain highly organized while attending to multiple assignments with compressed schedules.
Ability to be self-motivated, exercise independent judgement and take action on it.
Ability to plan, organize, supervise and ensure a high degree of accuracy and thoroughness in the work of secretarial staff responsible for a wide range of activities.
Good communication skills, both verbal and written.
Ability to establish and maintain effective working relationships with Department employees and the general public.
Ability to maintain the integrity of confidential information.