Comptroller - Senior Administrative Specialist

Senior Administrative Specialist

Work involves planning and coordinating staff services such as human resources, accounting, budgeting, leasing, purchasing and property management. Responsibilities include providing direct executive support to the Division Director, managing calendars, preparing executive correspondence and reports, developing Excel spreadsheets, coordinating events, and collaborating with internal teams and external partners. May also train others.

Monday through Friday, 40 hours a week with occasional evening, weekend hours and holidays. Hours may change based on business need. This position may be eligible for a flexible/hybrid schedule of 3 office days and 2 remote workdays once certain conditions are met.

• 4 years of experience performing a wide range of administrative and clerical support functions.
• 2 years of experience in developing, maintaining, or analyzing Excel spreadsheets.
• Experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, and/or One Note).
• Experience managing complex calendars, scheduling meetings, and/or coordinating activities.
• Experience in note‑taking to provide clear, accurate documentation, reports, or executive correspondence.
• Experience maintaining confidentiality and handling sensitive information.

• Bachelor’s degree in public administration, Business Administration, Human Resources, or Accounting.
• Experience in administrative or staff services work within a public‑sector, governmental, or regulatory environment.
• Experience providing HR administrative support and processing personnel actions, including evaluating documentation for promotions, reclassifications, and job transfers, in accordance with HR policies.
• Experience with budget coordination and expenditure tracking, including preparing budget materials and supporting management with financial analysis.

One (1) additional year of experience performing a wide range of administrative and clerical support functions may substitute for each year (30 semester hours) of the required education, with a maximum of 120 semester hours (four years).

• Provide comprehensive executive support to the Division Director by managing communications, greeting stakeholders, coordinating schedules, drafting correspondence, maintaining documentation, and ensuring smooth office operation.
• Oversee and synchronize division‑wide calendars, coordinating logistics and ensuring alignment across teams.
• Manage the Division Director’s meeting schedule by prioritizing engagements, preparing agendas, inviting attendees, and ensuring meetings are fully prepared and executed without conflicts.
• Assist with routine administrative tasks, including preparing meeting spaces, maintaining office supplies, and supporting general workplace upkeep.
• Coordinate travel arrangements and prepare and submit travel reimbursement documentation.
• Prepare, review, and track procurement requests and maintain supporting documentation.
• Support division management in organizing, coordinating, and evaluating budgetary activities at the program level.
• Research and prepare budget materials to provide management with expenditure data, trends, and recommendations.
• Act as a liaison between the division and the budget office.
• Assist with processing personnel action forms and staffing reports for the division.
• Prepare and review operational and special reports.
• Maintain equipment, materials, and supplies.

• Maintain division files, records, and records‑management systems.
• Provide technical assistance in records maintenance, retention, and agency policies relating to HR record‑keeping.
• Digitize paper files into electronic format, including scanning, organizing, and storing documents.
• Maintain accurate and compliant personnel and administrative records according to retention schedules.
• Provide administrative and operational support, including facility coordination, supply management, and workflow organization.
• Serve as division liaison to internal and external stakeholders on administrative and operational…