Administrative Assistant Ii

Administrative Assistant II -

This open competitive opportunity is for the Department of Health Prosecution Services Unit Personnel Liaison Office. This position is directly supervised by the Operations & Management Consultant I (Personnel Liaison) for the Prosecution Services Unit, Office of the General Counsel. The incumbent in this position has a working knowledge of policies, procedures and statutory guidelines relating to the Personnel Liaison duties and responsibilities and assists the Personnel Liaison in ensuring compliance with rules and regulations set forth therein.

The incumbent in this position serves as back-up to the Personnel Liaison and acts as delegate in the absence of the supervisor; serves as lead staff and takes responsibility for overall personnel activity in the absence of the Personnel Liaison.

Your specific responsibilities include initiating network access request forms for new employees, initiating MQA tickets for new and current employees for access or updates to MQA systems. Assists with troubleshooting of devices and systems, calls or submits IT tickets if systems are having issues, assists with office setups ensuring required equipment is present and working properly. Ensures that new employee initial log-in and access to all applications and systems are complete;

provides orientation to locations of various PSU offices and for campus logistics. Serves as PSU's and the Office of the General Counsel's primary administrator for TRAIN; duties include, but are not limited to, assigning new employee mandatory training for new hires and purchasing card and WORKS training for positions requiring use of a purchasing card; introducing the system to new employees, assisting with course navigation and compliance with the DOH Training Policy.

Serves as Group Manager for the ServFL Emergency Notification system (Everbridge). Responsibilities include assistance in maintaining up-to-date contact/location information for all staff in the Prosecution Services Unit and Office of the General Counsel. Serves as training coordinator for the unit; works closely with managers, supervisors, and staff to identify specific training needs within the unit and assists in development and implementation of training.

Incumbent will assist with scheduling dates, times, locations, equipment, materials and attendees; promote upcoming training events through, emails, announcements, etc; prepare attendance rosters; greet attendees and ensure each signs roster; updates and tracks employee training history and provides employee training reports to management as requested. Responsible for timely update and dissemination of PSU telephone list and COOP list/cards. Assists staff and supervisors in other areas of PSU, as workload permits.

Other duties as assigned.

Required knowledge, skills, and abilities include sound writing and organizational skills; knowledge of correct spelling, punctuation, and grammar usage; and sound reading comprehension. Computer skills and MS Office computer literacy are required. Ability to plan, manage, and organize work priorities, multitask, and ensure proper completion of work assignments in a timely manner, and manage time. Communicating effectively with others in writing as indicated by the needs of the audience.

Knowing how to find information and identifying essential information. Listening to what other people are saying and asking questions as appropriate. Knowledge of administrative principles and practices. Knowledge of office procedures and practices. Knowledge of methods of data collection. Knowledge of the principles and techniques of effective communication. Ability to provide customer service;
Ability to collect, evaluate, and analyze data relating to administrative functions such as training, personnel, or report writing. Ability to use PowerPoint to create training and group presentations;
Ability to prepare correspondence and administrative reports. Ability to understand and apply applicable rules, regulations, policies, and procedures. Ability to utilize problem-solving techniques. Ability to communicate effectively with staff and management. Ability to establish and maintain effective working relationships with others.

Minimum qualifications include two years' experience with recruitment, hiring, onboarding, or other personnel-related responsibilities. Advanced experience with Microsoft Office Word, Excel, PowerPoint, and Outlook.