Administrative Assistant 3

Description

• We create a positive organizational culture focused on inclusion and diversity.
• We use data-informed decision making to identify disparities, reduce barriers, and promote equitable opportunities and outcomes, internally and externally.
• We are committed to the health, safety, and wellness of our staff.
• Our leadership empowers and supports employees.
• We offer and support family-friendly mobile and flexible work schedule opportunities for most positions, as well as an infant at work program.
• We value and offer mentorship and training opportunities to develop your professional skills.
• Our office is located just minutes from the Capital campus.

Duties

Some of What You'll Enjoy Doing:

• Support the Target Zero Manager (TZM) network through comprehensive administrative and operational assistance.
• Coordinate and manage a variety of recurring and ad hoc meetings, including huddles, community engagement, and onboarding.
• Plan and execute two annual in-person TZM meetings, managing all logistics, refreshments, and specific project tasks.
• Serve as the editor for the TZM Guidebook, overseeing content solicitation, version control, and regular updates.
• Provide administrative support to four Program Managers, including coordinating logistics, travel, and planning for the Cooper Jones Active Transportation Safety Council.
• Execute annual compliance reviews of grant project files in the WEMS system and manage the end-to-end review and accuracy of grantee and vendor invoices.
• Facilitate meeting success by documenting action items and decisions while maintaining regular coordination with program leadership to prepare necessary support materials.
• Coordinate all internal PASD team logistics, including the scheduling and agenda distribution for Check-Ins and Program Operations Meetings to ensure organizational consistency.
• Other duties as needed.

Qualifications

REQUIRED QUALIFICATIONS:

• High School Graduate, or possession of GED.
• Ability to coordinate comprehensive meeting and event logistics, including agenda preparation, venue and technology securing, and travel for both in-state and out-of-state engagements.
• Exhibit proficiency in Microsoft 365 (Word, Excel, Outlook, and PowerPoint) and the use of digital accessibility tools to support office operations.
• Possess strong verbal and written communication skills, including high attention to detail for editing and proofreading documents intended for business and public audiences.
• Possess high organizational skills to manage complex schedules and coordinate activities for multiple Program Managers.
• Possess excellent interpersonal skills and the ability to interpret both quantitative and qualitative information to support divisional goals.

• Three (3) years of progressively responsible experience in office/clerical, executive support, or general administrative work. NOTE: Qualifying related education may substitute this required experience, year-for-year.

• One (1) year of experience as an Administrative Assistant 2.

• Knowledge of state government organization, legislature, legislative process, procurement procedures, and administrative procedures.
• Knowledge and experience with archival procedures and the State Records Center.
• Experience with conference planning from securing the hotel through final billing of the event. Negotiation skills with respect to hotel contracts.
• Familiarity and/or experience with federal grants.
• Knowledge of state policies and guidelines, particularly state travel regulations (SAAM).
• Familiarity with Travel Expense Management System (TEMS).

Supplemental Information

Please attach the following documents to be considered. Failure to include all documents may result in not being considered for the position:

• A letter of interest how you meet the specific qualifications for this position
• A current resume detailing your experience and education as it relates to this position
• Three (3) professional references. (References can be attached or available at the time of interview)