Administrative Assistant Ii

Administrative Assistant II -

This advertisement is for an Administrative Assistant II position which is a NON-SWORN position. This position reports directly to the Senior Management Analyst Supervisor and provides advanced administrative and personnel-related support for the Division. This role plays a critical role in ensuring the Division's Human Resource functions operate efficiently, accurately, and in compliance with agency policies and applicable regulations.

The base annual salary for this position is $36,498.00. Employees of the Department of Financial Services are paid on a monthly pay cycle. This position requires a security background check which includes a financial credit report, fingerprinting, and a drug screen.

Minimum qualifications for this position include the following required entry level knowledge, skills, and abilities:

• Knowledge of human resources practices, including recruitment, selection, personnel records maintenance, classification processes, and onboarding procedures.
• Knowledge of laws, rules, policies, and procedures governing HR functions, including DFS, DMS, and state regulatory requirements.
• Knowledge of methods of data collection, auditing, file management, and record retention.
• Knowledge of administrative procedures, office practices, and workflow coordination.
• Knowledge of Microsoft Office 365 products, including Word, Excel, and Outlook.
• Knowledge of People First and other HR-related systems used for hiring, timekeeping, and personnel actions.
• Knowledge of customer service principles and professional business communication.
• Skill in collecting, organizing, reviewing, and analyzing data related to recruitment, selection, and personnel activities.
• Skill in preparing clear and accurate correspondence, reports, spreadsheets, and documentation.
• Skill in coordinating interviews, meetings, schedules, and training sessions.
• Skill in conducting first-level application screenings and identifying qualification issues.
• Skill in maintaining accurate and compliant personnel files, logs, reports, and tracking systems.
• Skill in interpreting and applying rules, procedures, forms, and documentation requirements.
• Skill in using Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook) for drafting documents, tracking data, and preparing presentations.
• Skill in using People First for application review, basic timekeeping support, and personnel tasks.
• Skill in effective verbal and written communication with applicants, employees, supervisors, and external partners.
• Skill in delivering high-quality customer service and resolving routine inquiries.
• Ability to work independently, make sound decisions, and prioritize tasks with minimal supervision.
• Ability to understand, interpret, and apply applicable rules, regulations, policies, and procedures governing HR and administrative activities.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Ability to organize and maintain accurate records, reports, and documentation.
• Ability to plan, coordinate, and manage multiple assignments in a fast-paced environment.
• Ability to identify workflow issues, recommend improvements, and support process efficiency.
• Ability to communicate clearly, professionally, and effectively in both written and verbal formats.
• Ability to establish and maintain effective working relationships with employees, supervisors, applicants, and external agencies.
• Ability to provide courteous, knowledgeable customer service and resolve routine inquiries.
• Ability to remain flexible and adapt to changing priorities, deadlines, and operational needs.