OPS Administrative Assistant II - 77901821
About The Position
This OPS position provides clerical and administrative support to staff and regional programs of the Division of Habitat and Species Conservation (HSC); offers inter-divisional secretarial support and assistance through participation as a member of the regional administrative team; and answers questions from callers and office visitors in regards to the Commission, its programs, or fish and wildlife conservation. Other activities in support of regional programs include: entering monthly reports into appropriate databases; preparing, composing and tracking all correspondence (letters, memoranda, permits, applications); researching and assembling data for reports and administrative decisions; assisting staff with questions regarding established policies and procedures to ensure compliance and consistency; processing or submitting invoices, requisitions, purchasing card charges and other administrative paperwork; organizing, maintaining and updating electronic files of all project related activities and personnel records; assisting with hiring and recruitment including advertisements, arranging interviews and completing hiring documents; tracking and accounting of regional property; maintaining regional SharePoint site; providing routine clerical support including maintaining stocks of office supplies and photocopying; facilitating meeting or travel arrangements; assisting with procurement of commodities and services; serving as liaison with field offices and personnel on administrative and clerical procedures; responding to requests for publications, rules, status of projects and other information; providing assistance to other sections/offices/divisions; providing excellent customer service, and completing other duties as assigned or needed.
Requirements
- A high school diploma and six years of professional experience in administrative work. A bachelor’s degree can substitute for four of the six years’ experience.
- Knowledge of personal computers, typing, filing and record retention
- Knowledge and basic proficiency with Microsoft applications including Word, Excel, Outlook and SharePoint
- Knowledge of office management techniques, proper use of grammar, spelling and punctuation
- Ability to prioritize work assignments, multi-task and work independently
- Ability to compile and disseminate reports and communicate both verbally and in writing with both external and internal customers
- Skills in organization and attention to detail
- Skills in developing and processing correspondence
- Secretarial, accounting or business experience
Responsibilities
- Provides clerical and administrative support to staff and regional programs
- Offers inter-divisional secretarial support and assistance
- Answers questions from callers and office visitors
- Enters monthly reports into appropriate databases
- Prepares, composes and tracks all correspondence
- Researches and assembles data for reports and administrative decisions
- Assists staff with questions regarding established policies and procedures
- Processes or submitting invoices, requisitions, purchasing card charges and other administrative paperwork
- Organizes, maintains and updates electronic files of all project related activities and personnel records
- Assists with hiring and recruitment including advertisements, arranging interviews and completing hiring documents
- Tracks and accounting of regional property
- Maintains regional SharePoint site
- Provides routine clerical support including maintaining stocks of office supplies and photocopying
- Facilitates meeting or travel arrangements
- Assists with procurement of commodities and services
- Serves as liaison with field offices and personnel on administrative and clerical procedures
- Responds to requests for publications, rules, status of projects and other information
- Provides assistance to other sections/offices/divisions
- Provides excellent customer service
- Completes other duties as assigned or needed
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What This Job Offers
Career Level
Entry Level
Education Level
High school or GED
