Administrative Assistant
7 days ago
Highway Patrol Retirement System
Title: Administrative Assistant
Job Responsibilities and Functions
I. General Description
a. Employed by the Board of the Highway Patrol Retirement System. The executive director determines salary and benefits.
b. Supervised by the Executive Director.
c. Provides administrative support to the executive director and office support staff.
d. Handles general receptionist and secretarial duties as directed by the executive director.
II. Responsibilities
a. Act as a liaison between the public, other state agencies, and staff.
b. Receive and distribute mail.
c. Answer and triage phone calls.
d. Respond to walk-in traffic.
e. Respond to general inquiries from the public and other state agencies.
f. Complete trustee and staff expense reports.
g. Track trustee and staff expenses for the Ohio Ethics Commission.
h. Schedule trustee travel and create travel estimates for board approval.
i. Update members records in MembersLink as needed.
j. Prepare form letters as needed.
k. Prepare and update HPRS forms as needed.
l. Coordinate service, repairs, or replacement of various office equipment; manage service contracts.
m. Ensure office supplies are adequate, order as needed.
n. Assist with ballot and election process for board members.
o. Track staff and trustee training. Ensure trustees have adequate training each year.
p. Ensure breakfast, lunch, and beverages are provided for board and committee meetings, as necessary.
q. Archive and distribute paid invoices and send ACH payments notifications weekly.
r. Maintain Visa receipts and ensure all charges have supporting documentation.
s. Maintain and update the Academy Class Rosters.
t. Prepare monthly survivors COLA review report for finance director.
u. Assist with mass mailings to members
v. Other duties as determined by the executive director.
III. Necessary Skills and Knowledge
a. Broad knowledge of general office practices.
b. Knowledge of basic accounting principles.
c. Working knowledge of Microsoft Outlook, Word, Excel, Power Point, Foxit, and the ability to learn office specific programs.
d. Ability to prioritize and multi-task.
e. Ability to work independently and communicate effectively.
IV. Special Provisions
a. Maintain confidentiality of all member records.
Applicants will be required to submit to a drug test and background check prior to an official offer of employment.
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