Administrative Assistant

Key responsibilities and day to day responsibilities of this position: In this position, you will provide critical support to the Division Director and the office, not only ensuring smooth operations and effective communication but also proactively identifying and addressing needs. Responsibilities will include, but are not limited to, the following: Strong organizational skills and attention to detail: Calendar Management - managing the Division Director’s schedule, coordinating meetings, interviews, appointments, and travel arrangements. Travel Coordination - arranging domestic travel itineraries, including flights, accommodations, and ground transportation. Record Keeping - maintaining organized and accessible files, both physical and electronic, ensuring compliance with record retention and privacy policies. Archiving files promptly when appropriate. Legal Filing and Records Management - meticulously tracking and organizing division legal filings, ensuring all documents are properly stored and easily retrievable. Preparing official records of legal proceedings when required, maintaining accuracy and adherence to legal protocols. Financial and Inventory Management - processing invoices and payments, ensuring timely and accurate bill payment. Ordering and maintaining office supplies, tracking inventory levels to prevent shortages, and ensuring efficient use of resources. Anticipatory Planning - proactively identify upcoming needs and deadlines for the Division Director and office, preparing materials and scheduling proactively to ensure seamless execution. Excellent verbal and written communication skills: Handling phone calls, emails, and inquiries from colleagues, other government officials, and the public. Drafting, editing, and proofreading letters, memos, and other documents on behalf of the Division Director. Ability to multitask and prioritize effectively in a fast-paced environment: Meeting Preparation - preparing agendas, materials, and presentations for meetings. Taking accurate minutes during meetings and distributing them to the relevant parties. Strong work ethic and commitment to public service: Board and Commission Support - assisting in coordinating the recruitment, application, and appointment processes for the Division's commissions and board. Communicating effectively with potential candidates, board/commission members, and relevant officials, ensuring a seamless and transparent selection process. Ability to work independently and as part of a team: Board and Commission Meeting Management - coordinating and facilitating board and commission meetings, ensuring compliance with all relevant laws and regulations. Working closely with the Division’s legal analyst to prepare meeting materials, agendas, and minutes, and to address any legal or procedural questions that arise. Ability to maintain confidentiality and exercise discretion: New Hire and Employee Transitions - coordinating the onboarding process for new hires, including paperwork, equipment setup, and introductions. Managing offboarding procedures, ensuring a smooth transition for departing employees, and proper handling of State property. Resourcefulness and initiative, with a professional demeanor and positive attitude: Strategic Support and Initiative - proactively identifying opportunities to improve office efficiency and support the Division Director beyond assigned tasks, taking initiative to implement solutions or propose enhancements. Assist with special projects and initiatives, often taking the lead on logistics and coordination.