EXECUTIVE ASSISTANT TO THE DIRECTOR

Position Information

Summary

The Executive Assistant to the Secretary is responsible for office management of a professional services operation. This position is governed by state and federal laws and department policy.

Functions

Provides general supervision of the work of administrative support staff by prioritizing work assignments, establishing deadlines, and reviewing the work performed to ensure technical accuracy and compliance with established policies. Maintains daily schedule for director, reviews incoming correspondence, and prepares responses when necessary. Develops and implements office procedures necessary to meet department objectives. Schedules and organizes meetings, prepares agenda, and may take minutes for meetings. Organizes, arranges, and attends when necessary, conferences and seminars related to department objectives. Coordinates office activities with directors and other professional staff, monitors office activities and work flow, and makes periodic reports to supervisors. Prepares statistical and financial reports relative to the operation of the professional services office and submits to department officials. Compiles and maintains administrative information and records, such as budget, purchasing, and accounting. Orders office supplies and invoices contracts. Maintains office supply inventory, orders office supplies, and invoices contracts. Performs other duties as assigned.

Dimensions

None

Knowledge, Skills and Abilities

Knowledge of supervisory practices and procedures. Knowledge of the operation of a professional services office. Knowledge of administrative and office management. Ability to supervise a medium-sized administrative support staff. Ability to develop and implement office policies and procedures. Ability to prepare financial and statistical reports. Skill in Microsoft Office.

Minimum Qualifications

The formal education equivalent of an bachelor’s degree in business administration, office administration, communications, public relations, or a related field, plus two years of experience in office or program administration, public relations, or a related field, including one year in a supervisory or leadership capacity. Additional requirements determined by the department for recruiting purposes require review and approval by the Office of Personnel Management. OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.

Licenses

None