ADMINISTRATIVE ASSISTANT

State of New Hampshire Job Posting

Department of Safety

Division of Administration

33 Hazen Drive

Concord, NH 03305

Administrative Assistant

Position # 10615

$19.96/hour - $26.41/hour

*See total compensation information at the bottom of announcement.

The State of New Hampshire, Department of Safety, Division of Administration has a full-time vacancy for an Administrative Assistant which is a 37.5 work schedule and is considered non-exempt.

Summary:

Perform professional office management functions and administrative duties for the Director of Administration, to include the preparation of reports and correspondence and scheduling for the Director and Deputy Director of Administration.

YOUR EXPERIENCE COUNTS: Each additional year of approved formal education may be substituted for one year of required work experience and/or each additional year of approved work experience may be substituted for one year of required formal education.

MINIMUM QUALIFICATIONS:

Education/Experience: Equivalent combination of 3 years of education and experience after completion of high school.

License/Certification: None

Other Requirements: Must pass a fingerprint based criminal background check and motor vehicle record check in order to ensure suitability for exposure to confidential information.

Trainee Option: Not applicable

PREFERRED QUALIFICATIONS: None

AFTER-HIRE REQUIREMENTS: None

CAREER ADVANCEMENT OPPORTUNITIES:

In-Band Advancement Available: Yes No

Criteria: None

Broad Group Level Advancement Available: Yes No

Criteria: None

DISCLAIMERS:

The supplemental job description lists the essential functions of the position and is not intended to include every job duty and responsibility specific to the position. An employee may be required to perform other related duties not listed on the supplemental job description provided that such duties are characteristic of that job title.

The work of an employee in trainee status in this position shall be overseen by a fully qualified individual. An employee in trainee status shall meet the minimum qualifications within the period of time specified on the SJD, not to exceed one year of being hired into this position.

Responsibilities:

Provides administrative support to ensure that Division operations are maintained in an effective and accurate manner; manages schedules and coordinates meetings for the Director, Deputy Director, and/or Bureau Chiefs; provides general administrative support including typing, mailing, scanning, faxing, and copying.

Maintains all Division files independently to ensure confidentiality of disciplinary, personnel, civil and other Division-related matters for the purpose of systemizing all important data and documents.

Extracts and summarizes statistical information from internal databases and prepares operational reports for internal and external distribution. Coordinates preparations and distribution of regularly recurring operational reports to Division Directors, Commissioner’s Office, and various external stakeholders.

Oversees the timely completion of Legislative Service Request (LSR) Fiscal Notes for the Department of Safety by obtaining estimated financial impact information from the appropriate Division and reviewing notes for reasonableness and completeness before submission to the Legislature.

Oversees building access control system and distribution of access controls cards to Department employees in conjunction with the Bureau of Human Resources, Facilities Management, and Division Directors.

Prepares timely, accurate and comprehensive written responses in conjunction with administrative job requirements which include reviewing highly sensitive and confidential documents, personnel matters and responses to the public and Department leadership.

Communicates professionally and courteously with Division and Department employees, federal, state and local officials and the public. Answers general requests for information, routes phone calls to appropriate personnel, and reviews and replies to correspondence to clarify and explain program requirements and policies.

Coordinates with Human Resources and Division Bureau Chiefs as the Hiring Manager for the Division, coordinates the set-up of new hires, including DOIT hardware and system access requirements, Telecommunications work orders, and facilities office moves.

Proactively anticipates meeting preparation, including scheduling prep meetings, and requesting meeting material. Prepares complex meeting PowerPoint presentations, excel spreadsheets and other documents as needed for recurring and ad hoc meetings; coordinates with stakeholders and presenters for information inputs. Prepares meeting agendas and takes meeting minutes when necessary.

Coordinates inputs and develops newsletters using graphic design platforms, maintains up-to-date Division and Wellness website content. Assists in coordinating wellness events throughout the Divisions.

Maintains a basic understanding and knowledge of the Personnel Rules, State Employees’ Association Collective Bargaining Agreement, and Safety policies to answer general questions from employees.

Assists with special projects and assumes responsibility for the development, administration and promotion of specific projects, as assigned.

For further information please contact Amy Newbury, Director of Administration, at Amy.L.Newbury@dos.nh.gov or 603-223-8020.

*TOTAL COMPENSATION INFORMATION

The State of NH total compensation package features an outstanding set of employee benefits, including:

HMO or POS Medical and Prescription Drug Benefits:

The actual value of State-paid health benefits and the amount of employee health benefit contributions may vary depending on the type of plan selected and the bargaining unit with which a position is associated.

See this link for details on State-paid health benefits:

https://www.das.nh.gov/hr/benefits.aspx

Value of State's share of Employee's Retirement: 12.87% of pay

Other Benefits: