Administrative Services Assistant

Nature Of Work

As a vital member of the administrative team, the Administrative Services Assistant 1 provides critical operational support to the Office of Management Information Services to ensure smooth day-to-day functions. This role is responsible for managing communications, handling scheduling, processing documents, overseeing various coordination efforts, and assisting with basic technology-related logistics. This role will directly support and back up the other members of the administrative team, helps support a large department, and will directly support two directors and the teams under them.

This position is responsible for maintaining calendars and coordinating meetings, appointments, and schedules for leadership. Duties include preparing, editing, and proofreading a wide range of documents, such as reports, presentations, and correspondence. The role also processes purchase orders and invoices, manages mail distribution, and maintains vendor accounts. The position requires maintaining well-organized electronic and physical filing systems for departmental records and meeting documentation.

It also assists in planning, scheduling, and executing departmental meetings, training sessions, and events. Close collaboration with IT staff is essential to support office systems, manage software access, and maintain basic troubleshooting documentation. Additional responsibilities include monitoring office supply inventory and coordinating restocking and equipment servicing.

The role also maintains and updates employee information on the electronic bulletin board and other internal systems; prepares meeting agendas and gathers related materials; drafts, formats, and distributes internal communications; and supports vendor account processes through tracking and documentation. Additional duties include providing administrative support to the MIS cabling team, scheduling and tracking interviews, managing candidate communications, creating and managing batch calendars, and participating in internal committees and organizational initiatives.

Training: Graduation from an accredited college or university. Preference may be given to candidates with a major in the area of public or business administration, accounting, industrial relations, communications or related field.

Substitution: Additional qualifying experience as described below may be substituted on a year-for-year basis for the required training. Experience: One year of full-time or equivalent part-time paid employment in a technical or advanced clerical position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property. Experience must have been at the Office Assistant 3 or Accounting Technician 3 level or higher.

Substitution: Successful completion of graduate study in an accredited college or university in one of the above fields may be substituted for the required experience on a year-for-year basis.

Preference will be given to those with a strong proficiency in Google Suite and Microsoft Office. The ideal candidate is receptive to direction and highly efficient at seeing multiple tasks through to completion. Must be adaptable, detail-oriented, tech-savvy, and capable of succeeding in a fast-paced environment.