Administrative Asst III
3 weeks ago
This position is eligible for telework much of the work schedule.
Performs complex administrative support and technical program assistance to the Chief Medical Officer (CMO) and Medical Services Office (MOS) program staff. Manages and maintains schedules and travel arrangements for the CMO and MSO program staff. Provides some human resources support. Stays current on policies and procedures as they relate to clinical support functions. Works under general supervision with moderate latitude for the use of initiative and independent judgment.
Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.
Essential Job Functions:
Attends work on a regular basis and may be requested to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
Manages and maintains daily schedule for the CMO and MSO program staff. This work includes coordinating individual and MSO team meetings, conference calls, video conferences, trainings, and/or seminars for the CMO, MSO team members, and other State Hospital System staff with internal and external customers. Adjusts meeting invitations when needed, reserves space, prepares agendas and/or copies material for attendees. Creates name tags and sign-in sheets as needed; takes and distributes minutes, provides support, and follows up on action items.
Communicates on an intermediate level with internal and external customers to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems.
Makes travel arrangements to include airfare, hotel, and rental car reservations. Submits travel reimbursement claims on behalf of program staff.
Assists with general human resources work to include submitting job postings for review, scheduling interviews for job applicants, maintaining personnel files and tracking time for program staff.
Compiles reports, updates, and proofs a variety of department data, reports, and manuals according to instructions. Compiles and enters data for charts, graphs, databases, summaries, or reports. May research, compose, design, proofread or edit agency publications such as brochures, forms, letters, memoranda, literature, reports, manuals, and presentation slides using MS Word, Excel, Access, and PowerPoint software utilizing desktop publishing techniques.
Coordinates general office duties such as ordering supplies and submitting requests for purchases. This position will also answer inquiries and appropriately direct issues received by phone or mail, email; daily mail distribution; conference room scheduling; track departmental purchase orders; as well as other duties as assigned or required.
Develops and maintains filing, record-keeping, and records management systems which may include confidential information, and records retention. This work includes maintaining naming conventions on the share drive and assisting in maintaining files and record keeping on paper and in SharePoint. Develops tracking systems and timelines for operational and business needs.
Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. (5%)
Knowledge Skills Abilities:
Knowledge of modern office practices and administrative procedures and process and use of office machines and equipment.
Knowledge of the HHS travel system or a similar system. Knowledge of supply ordering systems and processes.
Knowledge and experience with open records requests and public information act.
Skill in finding innovative solutions to administrative problems. Skill in maintaining confidential information.
Ability to implement administrative procedures; interpret state and federal rules, regulations, policies, and procedures; communicate in a positive and effective way with others, and train others.
Ability to answer inquiries and greet internal and external customers cordially and in a timely manner.
Ability to provide administrative support to executive level management and program staff with competing deadlines.
Ability to work professionally and be productive in a team environment and resolve conflict with co-workers.
Ability to initiate and carry out multiple assignments simultaneously.
Ability to seek guidance when given assignments and/or tasks.
Ability to schedule and organize meetings between participants.
Ability to work in a fast-paced, and sometime stressful environment and the ability to follow complex oral and written instructions.
Ability to coordinate meetings, conference calls, video conferences, conferences, seminars including taking, transcribing and distributing minutes in a timely manner.
Ability to create and maintain databases and tracking systems for various projects.
Proficiency using Microsoft Office particularly Word, Outlook, Excel, PowerPoint, and Access.
Proficiency or ability to become proficient in the use of SharePoint.
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