ADMINISTRATIVE ASSISTANT I - 60052884

This position is within the Office of Child and Family Well-Being and performs a variety of complex office administrative support functions requiring independent judgment, research, collection of information/data, preparation and maintenance of reports, and maintains the confidentiality of sensitive information.  Initiates special projects and provides guidance to the administration to ensure deadlines are met and or targets are achieved.  

Schedules and coordinates meetings for multiple Directors. Prepares correspondence, memorandums, documents/records, staff meeting minutes, and other materials for dissemination. Prepares, and submits travel requests and reimbursements through State Travel Management System (STMS). Prepares and submits required security forms to obtain systems access for staff within the administration as directed.

Assists in coordinating with General Services, Information Technology, and or vendors as needed. Prepares and processes purchase requisitions and invoices as needed through Ariba on Demand (AOD) and other duties as assigned.

Prepares and processes human resource actions as directed by the Directors in accordance with the State Personnel Rules and Department policies and operating procedures. Provides documents and other related material as it pertains to all human resource actions. Assists with the hiring process by advertising position vacancies and assembling the hiring packets. Assists with and tracks the scheduled performance evaluations within the Administration Unit and serves as a human resource liaison. 

Develops and maintains tracking systems to ensure completion of assignments.  Compiles information and prepares reports for the Directors' review as needed.

Handles customer complaints and Department referrals/trackers; routes and or assigns to appropriate area for proper assistance, tracks, and follows up to ensure resolution.  Keeps management fully informed of activities, pertinent issues, upcoming events, and potential problems. Assists with answering the main phoneline as needed.

Participates in required training, meetings and conferences, and other duties as assigned.

Knowledge of administrative principles and practices; office procedures and practices; the methods of data collection; the principles and techniques of effective communication.  Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing; prepare correspondence and administrative reports; understand and apply applicable rules, regulations, policies and procedures; utilize problem-solving techniques; work independently; plan, organize and coordinate work assignments; communicate effectively; establish and maintain effective working relationships with others.