Administrative Assistant

Administrative Assistant 3 (AA3)
Work Hours and Partial Telework flexibility may be available and considered
Salary: $3,477.00 – $4,632.00 Monthly

Review of applications is ongoing. We reserve the right to make a hiring decision or close this recruitment any time after 12/26/24. It is in your best interest to submit materials as soon as possible.

Responsibilities:

• Provide effective, consistent, and responsive administrative support to the Forest Regulation Budget & Business Operations Manager
• Serve as the Budget & Business Operations’ procurement expert for procuring goods and services, purchasing office supplies, equipment, software, and field gear. Responsible for ensuring compliance with state and agency policies and procedures in the procurement of goods and services. Order information equipment/software and cell phones for staff following state procurement regulations and procedures.
• Coordinate meeting facilities, ensure contracts are signed, prepare agendas, assist with meeting materials, ensure outsourcing materials are completed and prepared, and provide directions to the facility for staff and community members.
• Effectively coordinate calendaring, and meeting management to include scheduling conference rooms, public meeting locations, meeting minutes, and other meeting logistics.
• Serve as purchase card administrator for the division. Coordinate the use of the division’s two credit cards. Combine and balance all invoices before submittal to Financial Management. Assure all backup material and itemized receipts are accounted for and included.
• Serve as the division travel expert. Coordinate all aspects of travel arrangements to include detailed itineraries. Assure necessary forms for over per diem and out-of-state travel are completed for the division. Process travel expense vouchers for accuracy and ensure compliance with state and agency policies and procedures. Contact staff when corrections are required, and process verified and completed travel vouchers to the Financial Management Division for payment on time.

Required Qualifications

• An associate degree in business administration, public administration, or a related field AND one year of recent experience in two or more of the following areas:
  • Office support
  • Administrative support
  • Event management
  • Meeting and travel management

           OR a combination of education and experience equivalent to the above.

• Working knowledge of:
  • Office organization, methods, and management principles
  • Inventory control and records management.
  • Establishing office procedures, standards, priorities, and deadlines.
  • State Administrative and Accounting Manual
• Demonstrated commitment to fostering and supporting an environment that honors diversity, equity, inclusion, and environmental justice practices.