Administrative Assistant Ii

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requisition no: 870830

agency: department of health

working title: administrative assistant ii -

the incumbent in this position performs complex administrative work, with limited supervision, that is diverse in nature and requires independent and solid decision-making skills. The incumbent routinely handles highly sensitive and confidential information. The incumbent coordinates and communicates with 11 isu field offices along with other units within mqa and outside entities.

• processes and orders subpoenas for statewide field offices, assigns form numbers for newly created forms. Serves as train administrator. Safety and servfl (everbridge).
• coordinator for the unit, responds to internal email requests for isu hq assistance and forwards files to sps.
• creates and sends out delegations for hq management staff.
• prepares, coordinates and tracks requests to incur travel to hold meetings and trainings (six meetings located throughout the state; two basic investigator trainings and one annual investigator training).
• coordinates and provides support for annual inspector and investigator training and quarterly manager, district manager and desk guide meetings.
• coordinates annual administrative support training seminars and quarterly support staff conference calls.
• serves as liaison to training committee to ensure that the annual administrative support staff conference meets the training needs of the state.
• travel liaison and provides training to new administrative staff throughout the state.
• responsible for management of statewide vehicle fleet. Duties include coordination of: monthly logs, sunpass, data fuel cards, and vehicle accidents. Conducts audits on sunpass and data fuel cards to ensure compliance and proper reporting.
• coordinates and makes travel arrangements for isu hq staff, ensuring departmental procedures are followed. Enters travel approved by the deputy secretary into sharepoint.
• provides support for annual/regional investigator and inspector trainings, biannual basic investigator training and quarterly district manager, manager, and desk guide meetings. Copies material upon request and prepares materials for meetings and mailings.
• maintains current information on doh, mqa & isu administrative policies and procedures and desk guides and applies these to daily routine matters.
• independently handles requests from field offices and provides guidance concerning administrative and technical issues.
• makes purchases for the office with state issued purchasing card, serves as the delegated flair charge approver for the office, and processes and pays office invoices.
• secures and manages cell phone and copier contracts for the office.
• prepares reports and spreadsheets as requested by management.
• performs other duties as required.

proficient computer skills to include word, excel, power point and outlook; knowledge of computer databases; knowledge and use of the compliance management system and licensing system used by the agency; knowledge of the laws, legal codes, court procedures and government rules & regulations; knowledge of the structure and content of the english language including the meaning and spelling of words, rules of composition, and grammar;

understanding written sentences and paragraphs in work related documents; communicating effectively with others verbally and in writing; talking to others to effectively convey information; ability to establish and maintain effective working relationships with others; listening to what other people are saying and asking questions as appropriate; conduct fact‑finding research; knowledge of the methods of data collection and analysis; organize data into logical format for presentation in reports, documents and other written materials;

knowing how to find information and identifying essential information; finding ways to structure or classify multiple pieces of information; ability to plan, organize and prioritize work assignments; ability to…