Comptroller - Senior Administrative Specialist

Senior Administrative Specialist

Referred to as the position within the Comptroller’s Office, Human Resources Division.

The Human Resources Division supports the agency’s strategic direction by assisting management in meeting staffing needs and managing people. This includes recruiting and hiring staff, onboarding new hires, coordinating benefits, training and developing the workforce, creating and implementing employee engagement initiatives, and facilitating separation.

Work involves planning and coordinating staff services such as human resources, accounting, budgeting, leasing, purchasing and property management. Responsibilities also include providing direct executive support to the Division Director by coordinating calendars, managing communications, and preparing executive correspondence and reports. In addition, developing Excel spreadsheets to support reporting and budgeting needs, coordinating events, preparing accurate documentation from meetings, handling sensitive information, managing multiple priorities and schedules, and working collaboratively with internal teams and external partners.

May train others.

• Provides comprehensive executive support to the Division Director by managing communications, greeting stakeholders, coordinating schedules, drafting correspondence, maintaining documentation, and ensuring smooth office operation.
• Oversees and synchronizes division-wide calendars by coordinating logistics and ensuring alignment across teams.
• Oversees the Division Director’s meeting schedule by prioritizing engagements, preparing agendas, inviting attendees, and ensuring meetings are fully prepared and executed without conflicts.
• Assists the Division Director with routine administrative and office support tasks, including preparing meeting spaces, maintaining office supplies, and supporting general workplace upkeep.
• Assists the Division Director by coordinating travel arrangements and preparing and submitting travel reimbursement documentation.
• Prepares, reviews, and tracks procurement requests and maintains supporting documentation.
• Supports division management in organizing, coordinating, and evaluating budgetary activities at the program level.
• Researches and prepares budget materials to provide management with expenditure data, trends, and recommendations.
• Acts as a liaison between the division and the budget office.
• Assists with processing personnel action forms and staffing reports for the division.
• Prepare and review operational and special reports.
• Maintains equipment, materials, and supplies.

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

• Prepares, edits, and distributes correspondence, reports, forms, and documents.
• Processes, proofreads, edits, and finalizes executive correspondence, preparing documents for signature.
• Coordinates mass communications for Executive staff, ensuring accuracy and adherence to protocol.
• Serves as Additional Duty Safety Officer: prepares and updates safety procedures, distributes emergency information, assists in evacuations, conducts safety inspections, and attends safety training.

The Senior Administrative Specialist may perform other duties as assigned.

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