OPS Administrative Assistant II - 77902334
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). Offer inter-divisional secretarial support and assistance through participation as a member of the regional administrative team. Answer questions from callers and office visitors about the Commission, its programs, or fish and wildlife conservation. Provide excellent customer service. Process purchase order requisitions and invoices. Assist regional WHM staff with all facets of the purchasing process, including working directly with vendors. Coordinate with appropriate staff to process and issue special use permits for activities on wildlife management areas (WMAs). Coordinates with various Divisions/Sections and WHM staff to issue or invalidate permit applications based on comments from reviewers. Enter monthly reports into appropriate databases. Prepare, compose, and track correspondence (e.g., letters, memoranda, emails). Assist staff with questions regarding established policies and procedures to ensure compliance and consistency. Serve as liaison with field offices and personnel on administrative and clerical procedures. Organize, maintain and update electronic files of all project-related activities and personnel records. Assist with hiring and recruitment, including advertisements, arranging interviews and completing hiring documents. Provide routine clerical support including maintaining stocks of office supplies and photocopying. Facilitate meeting or travel arrangements and assist staff with preparing travel authorizations and reimbursement requests. Respond to requests for publications, rules, status of projects and other information. Complete other duties as assigned. Assist other sections, offices, or divisions when 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.
- Answers to qualifying questions must be validated in application, resume and cover letter.
- Knowledge of personal computers, typing, filing and records 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.
- Ability to provide excellent customer service and participate productively in teams.
- Ability to work well with minimal supervision.
Responsibilities
- Offer inter-divisional secretarial support and assistance through participation as a member of the regional administrative team.
- Answer questions from callers and office visitors about the Commission, its programs, or fish and wildlife conservation.
- Provide excellent customer service.
- Process purchase order requisitions and invoices.
- Assist regional WHM staff with all facets of the purchasing process, including working directly with vendors.
- Coordinate with appropriate staff to process and issue special use permits for activities on wildlife management areas (WMAs).
- Coordinates with various Divisions/Sections and WHM staff to issue or invalidate permit applications based on comments from reviewers.
- Enter monthly reports into appropriate databases.
- Prepare, compose, and track correspondence (e.g., letters, memoranda, emails).
- Assist staff with questions regarding established policies and procedures to ensure compliance and consistency.
- Serve as liaison with field offices and personnel on administrative and clerical procedures.
- Organize, maintain and update electronic files of all project-related activities and personnel records.
- Assist with hiring and recruitment, including advertisements, arranging interviews and completing hiring documents.
- Provide routine clerical support including maintaining stocks of office supplies and photocopying.
- Facilitate meeting or travel arrangements and assist staff with preparing travel authorizations and reimbursement requests.
- Respond to requests for publications, rules, status of projects and other information.
- Complete other duties as assigned.
- Assist other sections, offices, or divisions when needed.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
1,001-5,000 employees
