Administrative Assistant 1​/Trainee

The Office of Property Supports and Emergency Services (PSES) is a centralized support office whose mission is to provide a standardized team approach to the management of the Physical Plant Maintenance, Capital Services, Safety & Security, Fire Safety, Emergency Maintenance, Environmental Services, and Facilities Planning and Sustainability.

The Office of Property Supports and Emergency Services (PSES) is a centralized support office whose mission is to provide a standardized team approach to the management of the Physical Plant Maintenance, Capital Services, Safety & Security, Fire Safety, Emergency Maintenance, Environmental Services, and Facilities Planning and Sustainability.

Under the direction of the Director of Capital Services, the Administrative Assistant 1 will serve as the principal administrative support for the Director, provide additional support as part of the Statewide PSES Administrative Support team, and will ensure the efficient operation of the office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination;

customer service; fielding of questions; information gathering; and compilation of reports.

Specific duties include but are not limited to the following:

• Coordinate information flow by acting as liaison among executives, field operations, and other PSES representatives.
• Establish/enhance office procedures; maintain efficient workflow; track and coordinate assignments.
• Design filing systems to manage paper and electronic documentation and correspondences.
• Utilize information technology applications such as email, databases, spreadsheets, word processing, web-based project management systems. Learn and update the SFS Statewide Capital Assets Database.
• Create, maintain, and enter information into spreadsheets and databases.
• Maintain scheduling and event calendars for supervisor(s); schedules and confirms appointments.
• Make travel arrangements for supervisor(s); create and/or submit travel expense reports.
• Complete forms in accordance with agency procedures.
• Operation of office equipment such as printers, scanners, and copiers; arranges for repairs and supplies when needed.
• Makes copies of various documents, file and/or distribute as appropriate.
• Compose, type, and distribute meeting notes, correspondence, and reports.
• Review work completed by supervisor(s) to check for correct spelling and grammar; ensures office format policies are followed and recommend revisions.
• Manage projects or contribute to committee or teamwork.

Linked In:

OPEN COMPETITIVE

QUALIFICATIONS:

The position may be filled at the Administrative Assistant Trainee 1 level equated to SG-8, Administrative Assistant Trainee 2 level equated to SG-10, or full performance Administrative Assistant 1 SG-11, based on education and experience. Candidates hired at the trainee level will be advanced to the full performance level following the successful completion of the traineeship.

Administrative Assistant Trainee 1:
Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.

Administrative Assistant Trainee 2:
One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. To be advanced to the full…