Administrative Assistant Jobs

About The Position

Requirements

• High school diploma/GED, and three (3) years of job-related experience; or one (1) year of experience required at the lower-level Admin Assistant 1 (GST050) or position equivalent.

Nice To Haves

• Previous experience working in a state or federal agency.
• Familiarity with Digital Health Department (DHD) software.
• Knowledge of food safety laws and administrative regulations.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
• Strong writing and communication skills, with the ability to compose clear, professional correspondence.
• Experience with general office procedures, including recordkeeping, filing, and scheduling.

Responsibilities

• Assist the Program Manager with daily administrative responsibilities to ensure smooth program operations.
• Respond to calls and emails regarding regulated retail food establishments.
• Process license applications, supporting documents in compliance with program regulations.
• Scan, upload, and manage digital records, including monthly mileage reports.
• Facilitate all Egg Candling Program administrative duties, including but not limited to maintaining the SharePoint site, building rosters, emailing registration confirmations, emailing resource documents before classes, scanning and processing of S&V documents, and identification for issuance of candling certificate, in addition to responding to calls and emails concerning the candling program.
• Managing the Cottage Food Identifier Number program, including but not limited to monitoring of the shared email account, entering registration forms in DHD, and sending confirmation emails to the applicants.
• Address public and internal inquiries and complaints concerning the Retail Food Program.
• Provide advanced clerical support to program operations and field staff.
• Maintain organized and accessible filing systems in accordance with agency standards.
• Manage sensitive and confidential information appropriately and in compliance with departmental policies.
• Serve as a liaison between retail leadership, field staff, and Program Manager.
• Monitor inventory and maintain office supplies and reference materials.
• Participate in staff development opportunities and training sessions.
• Draft, edit, and format professional correspondence, reports, and administrative documents.
• Copy, distribute, and file memos, letters, and other materials as needed.
• Provide cross-functional support to other programs as required.
• Stay informed of current laws, policies, and program standards relevant to the Retail Food Program.
• Attend meetings, training sessions, and conferences as directed.
• Perform other related duties as assigned.

Benefits

• Robust benefits package designed for every stage of your career