Job Details

Administrative Specialist 1

Under the direction of the Anti Discrimination Investigations Unit (ADID) Team Leader & Assistant Manager, the Administrative Specialist 1 work independently to coordinate all support activities for the ADID Team staff, as well as provide direct secretarial and administrative support for the Manager/Assistant Manager. The incumbent will also be responsible for the day-to-day office operations.

Duties include but are not limited to:

• Provide professional administrative support to the ADID Team Leader & Assistant Manager.
• Prepare relevant reports related to program activity through data collection.
• Prepare routine email correspondence.
• Set and manage deadlines and responses to correspondence for timely production of reports and notices. Follow-up with appropriate parties as needed to ensure completion.
• Administer communication by responding to routine questions fielded through phone calls and emails in a professional manner. Responsible for referring more complex and technical questions to appropriate staff members.
• Manage team calendars, schedule meetings and appointments as necessary, as well as resolve any schedule conflicts. Function as the primary contact for Biweekly Team's meeting arrangement.
• Accompany Team Manager/Assistant Manager to meetings as needed.
• Serve as purchasing agent, procure services, supplies, and work orders following Statewide Financial Service (SFS) Guidelines.
• Design, set up, and maintain data storage systems including paper and electronic files for Team staff and keep shared computer files up-to-date and organized. Retrieve material from these systems as required by staff. Periodically purge obsolete material for storage in records center or for disposal.
• Open, review, and distribute mail in accordance with staff assignments. Pull files and provide relevant material to accompany mail if necessary. Monitor responses due and follow-up with staff to ensure timely replies.
• Ensure coordination of special mail pick-up and deliveries with Mail and Supply staff.
• Resolve day to day operational issues including troubleshooting phone and computer issues.

Preferred qualifications:

• Highly proficient in the use of Microsoft Office including Excel and Powerpoint.
• Excellent organizational, interpersonal, customer service and written communication skills.
• Ability to work as part of a team and independently.
• Ability to deal with multiple priorities and competing deadlines.
• Attention to detail a must.

Telecommuting options to be discussed during the interview.