Administrative Support Specialist for CPS
2 weeks ago
CPS Program Administrative Assistant II
This role offers vital administrative assistance and technical program support to the Program Administrator and other leadership personnel. Responsibilities include managing information dissemination, maintaining organized filing systems, and executing internal administrative tasks. This position may also involve training others and operates under moderate supervision, allowing for some initiative and independent decision-making.
The role requires regular interaction with DFPS personnel, including program administrators, directors, supervisors, the regional director, representatives from various organizations, and the general public.
Key Responsibilities:
- Manage filing and control of secure and confidential documents.
- Perform basic administrative operations related to CPS, including emac completion, procurement of business supplies, and tracking of time and leave.
- Coordinate efforts among technical staff to enhance program efficiency.
- Answer phone inquiries, respond to questions, and take messages.
- Prepare, edit, type, and distribute various forms of print and electronic correspondence, reports, and records.
- Generate documents from written and dictated sources.
- Assist in data compilation, entry, and analysis for reporting purposes.
- Review, prioritize, and manage incoming and outgoing agency correspondence.
- Schedule travel for agency staff and handle necessary travel documentation.
- Develop and maintain inquiry systems and filing systems, including electronic files and distribution lists.
- Organize meetings, prepare agenda items, and distribute meeting notes.
- Address inquiries via phone, providing general information or directing callers as appropriate.
- Support and report to the Child Protective Services Program Administrator.
- Coordinate and schedule meetings, conferences, training sessions, and seminars, including registration and distribution of materials.
- Perform additional duties as assigned to support CPS program operations.
- Promote and ensure respect for cultural diversity within the workplace.
- Adhere to regular attendance in line with agency leave policies.
Required Knowledge, Skills, and Abilities:
- Familiarity with office practices and administrative protocols.
- Ability to establish and maintain effective working relationships.
- Proficiency in verbal and written communication.
- Experience in providing office support to multiple staff members.
- Competence in using personal computers and various Microsoft software applications.
- Capability to interact with all levels of personnel.
- Ability to work independently in a fast-paced setting.
- Skill in managing multiple tasks in a dynamic environment.
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