Administrative Assistant (Aa4)

Description

We are currently recruiting two (2) Administrative Assistants to support our Prorate and Fuel Tax Services and Centralized Investigations and Audits Unit Administrators within the Business & Professions Division.

Our Business & Professions Division (BPD) oversees licensing and regulatory activities for 34 professions and 133 license types (businesses and individuals) and administers the Prorate and Fuel Tax Services program, as well as providing oversight of Combative Sports events, managing Uniform Commercial Code filings and Performing Rights Society registrations, and maintaining the Firearms database for law enforcement.

If you have excellent communication skills, are exceptionally organized, and can embrace a role of leadership and executive support, we invite you to apply!

Duties

As an Administrative Assistant within BPD, you will be the principal assistant to the Administrator. Predominately, you will handle routine administrative work, managing schedules and meetings, planning, troubleshooting, and relationship building. You will also be helping lead, educate, and create solutions for the team alongside your Administrator. Prior experience speaking for leadership and directing without direct supervision is going to lead to success in the role given the responsibilities. Your attention to detail and ability to excel under tight deadlines and pivot based on changing priorities will be essential to your success.

Some of what you will do:

• Maintain Administrator email, calendar, and schedule.
• Act as stand in for the Administrator as necessary.
• Supervise staff that provide administrative and clerical support to the program area(s).
• Coordinate Administrator and leadership travel arrangements, creating itineraries, compiling expenditure reports, and preparing vouchers.
• Act as an HR Liaison within the division to assist with facilitating recruitments, documenting corrective actions, investigations, hiring, onboarding, and offboarding.
• Monitor monthly budget reports to reconcile and track expenditures and assist in establishing budget allotments.

Qualifications

What you will bring to the role:

• Four (4) years of progressive experience in office, clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Experience must include two (2) years of the following:
  • Providing administrative support to a supervisor, work unit, or mid-level manager which could include scheduling meetings, managing a calendar, managing assignments, or acting as a delegated authority.
  • Using computer programs to write documents, send emails, edit spreadsheets, write notes, and present information.
  • Processing payments for invoices, vouchers, purchases, facility and equipment rentals, and special purchases.
• One (1) year of composing, formatting, proofreading, and editing professional correspondence, emails, memos, letters, notes independently.

• Associate degree or higher and two (2) years of experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Experience in the following:
  • Leading or supervising a team which could include guidance to staff, cultivating teamwork, mentoring, or coaching staff.
  • Managing, coordinating, and archiving records according to approved retention schedules.
  • Monitoring budgets, tracking expenditures, and budget projections.
  • Coordinating travel and meeting arrangements for staff using Travel Expense Management System (TEMS) or similar system.

• Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.

DOL is committed to the full inclusion of all qualified individuals. In keeping with our commitment, we will take steps to assure that people with disabilities are provided reasonable accommodation.

For information about available accommodations, the interview process, or the position contact Kyle Odell.

Supplemental Information