Processing Assistant V

This position is located in Administration The purpose of this position is to perform administrative work to support the Administrative Officer to the Director of the Department of Social Services in completion of administrative tasks at the senior executive level. This position serves as back-up to the Director’s Administrative Officer and a Processing Assistant V. This position supports Senior Executive Team members and assists with special projects and special teams assigned to Administration.

This position is responsible for maintaining accurate and current information and furnishing management reports for use by the Director, Senior Executive Team, Administrative Officer to the Director, and Office of the Director. The employee is responsible for such activities as preparing correspondence, reports, and other material; answering telephones and greeting visitors; maintaining files; routing mail and other communication; preparing and maintaining records, meeting minutes, proofreading documents, compiling meeting, compiling data, creating spreadsheets, compiling training packets and materials, and assisting with computer databases;

coordinating, scheduling, and attending meetings, ordering supplies, etc. This position may serve as a point of initial contact for individuals, groups, or organizations who require information for persons seeking assistance with confidential problems. This employee could have knowledge and access to sensitive personnel/client/agency matters that require maximum confidentiality. The employee may manage several projects simultaneously. A significant amount of time is spent performing a variety of office support tasks with various steps that require the coordination or the completion of these tasks independently, or with several others within appropriate time frames.

The person in this position will interact with people throughout the agency, community stakeholders, state partners, and with the general public.

Graduation from high school and demonstrated possession of knowledges, skills and abilities gained through at least three years of office assistant/secretarial experience; or completion of a two-year secretarial science or business administration program with one year of responsible experience as described above; or an equivalent combination of training and experience.

Knowledge of executive office methods and procedures as well as proficient computer knowledge to include skills and proficiency with Microsoft applications and competent keyboard manipulation gained through at least three years of applied experience. Considerable ability to record, prepare, compile, summarize and analyze information and data for reports and official minutes and spreadsheets. (In addition to the minimum education and experience listed above).

Strong communication skills are a must. This person needs to possess good grammatical and verbal skills in order to effectively communicate both orally and in writing. Must proofread and spell accurately

Keen skills in Microsoft applications is a must

Ability to critically analyze and demonstrate good judgment without close supervision

Ability to organize work effectively

Ability to obtain considerable knowledge and appropriate interpretation of policies and procedures of the agency and assigned office, as well as other departments

Ability to exercise tact, courtesy, and discretion

Ability to interpret various information, multi-task, and learn multiple job functions

Ability to meet goals, deadlines, and anticipate work to be done

Ability to be flexible with work schedule and adaptable to change

Ability to use good judgment in non-routine situations

Ability…