Administrative Support ; Program Assistant

Job Description

Pay Grade: D

Under general supervision, performs a variety of general secretarial, clerical, and administrative support functions/processes or a few specialized or essential clerical functions in support of a unit or office and related personnel. May enter data and/or process documents and records. The work includes operating standard office equipment. Work is performed under the general supervision of a clerical or administrative supervisor.

• Performs general office management/secretarial/bookkeeping duties, including keyboarding, filing, generating and managing correspondence (reports, documents, memos, forms, presentations), addressing telephone inquiries, duplicating documents, and other activities to assist staff in preparing for and making presentations, completes data entry assignments, etc.
• Uses Microsoft Office Suite and/or standard applications typically used in a corporate office environment to perform daily work assignments.
• Receives and properly manages incoming and outgoing mail and telephone communications.
• Orders supplies and equipment for the office.
• Ensures general maintenance and repair of telephones, technology, and other equipment necessary for efficient office operations.
• Assists the supervisor with the maintenance of budget data.
• Maintains files of required reports and records.
• Organizes professional learning opportunities for staff, including registration, duty leave, travel arrangements, and expense reports.
• Maintains time and attendance records for staff.
• Registers and transfers cases.
• Maintains confidential records.
• Engages in other specialized activities related to the office, program, divisions, or agency.
• Facilitates day-to-day office operations while the supervisor is off‑site.
• Performs other professional responsibilities as assigned.

• High school diploma or GED AND two (2) years of general office or administrative experience.

• One (1) year of work experience involving customer service in an office environment.
• Work experience with Microsoft Office Suite and/or standard office software applications in an office environment.

Benefits include a flexible work schedule, unique training opportunities, employee retirement plan, 401(k) plan and 457 plan, 13 paid holidays, vacation and sick leave, medical, dental, vision, long‑/short‑term care, life insurance, and employee discount programs. Telework opportunities may be available depending on the position.

DHS is an Equal Opportunity Employer. If you require accommodations under the Americans with Disabilities Act (ADA), email the request by the closing date of this announcement to:
hr helpline.gov
.

The candidate selected for this position may be subject to pre‑employment drug screening, education verification, reference, motor vehicle records, and criminal background checks.

DHS accepts educational credential recognized by the Council for Higher Education Accreditation (CHEA) and/or the US Department of Education (DOE) and will contact educational institutions to verify degree, diploma, licensure, etc.

As an employee of DHS, in the event of an identified emergency you may be required, as a term and condition of employment, to assist in meeting the emergency responsibilities of the department.

Due to the volume of applications received, we are unable to provide information on application status by phone or e‑mail. All qualified applicants will be considered but may not necessarily receive an interview. Selected applicants will be contacted by the hiring official for next steps in the selection process. Only applicants who are selected and interviewed will receive notification.

This position is subject to close at any time once a satisfactory applicant pool has been identified.