Executive Administrative Specialist - EXEMPT

A highly responsible, confidential and professional administrative position responsible for a variety of administrative functions and duties necessary to ensure efficient flow of the Division’s executive leadership Office

day-to-day activities. This work requires the use of considerable time management and initiative.

Work is performed in accordance with established policies and good judgment is required in the application and execution of tasks.

Supervision is received from the Commissioner or his/her designee.

Plans, coordinates, facilitates, and schedules meetings for the Commissioner, Program Manager, and his/her designee, as requested.

Handles issues of a confidential nature as requested by the Commissioner or his/her designee.

Acts as liaison with applicable boards and commissions to coordinate scheduling of meetings and Commissioner’s participation.

Maintains and handles documents and information of a sensitive nature with austere confidentiality.

Provides assistance and support with special projects for the department/agency.

Ensures office records are maintained properly.

Organizes, coordinates, and maintains the administrative functions of the Commissioner’s office to ensure smooth operational efficiency.

Coordinates travel arrangements for Commissioner or his/her designee as required.

Maintains and manages the Commissioner’s daily office schedule/calendar.

Prepares travel expense vouchers, reports, routine memorandums, letters/correspondences, and other documents as required for appropriate action and transmittal.

Performs filing and maintenance of commissioner’s office records, reports, and documents.

Provides assistance with the preparations of meetings and applicable events.

Reviews and analyzes incoming memorandums or correspondences and distributes appropriately.

Compiles requisite documentation and data and prepares periodic and special reports to be submitted to the Office of the Governor.

Identifies and analyzes administrative policies and procedures for effective administrative operations.

Provides administrative support to other divisions within the department, as necessary.

Performs other related work as required.

Knowledge of principles and techniques of modern office management, procedures, practices, and equipment.

Knowledge of the principles and practices of office administration and clerical management.

Skill in exceptional organization and time management.

Ability to coordinate and handle multiple tasks and meet established deadlines.

Skill in customer service and interpersonal communication. Skill in oral and written communication.

Skill in computer software and applications, especially in the latest Microsoft Office Suite: Word, Excel, Outlook, and PowerPoint.

Ability to maintain confidentiality, employee confidence, and professional discretion.

Ability to serve the public and others in a courteous and professional manner

Ability to prepare accurate, clear, complete, and concise reports.

Ability to interpret properly and make decisions in accordance with laws, regulations, and policies.

Ability to establish and maintain effective working relationship with all persons contacted, during work.

Ability to work independently with minimal supervision.

Work is supervised by a higher-level official who gives assignments, defines objectives, priorities, and deadlines. Unusual situations that do not have clear precedents are referred to a higher-level officer. The incumbent plans and carries out successive steps and handle problems and deviations in the work assignment in accordance with instructions, policies, previous training, or accepted best practices.

Guidelines include V.I. Codes, Acts, policies and procedures, rules and regulations, and departmental manuals.

Work entails exercising personal judgment and initiative. Must interpret and comprehend administrative procedures, protocol, regulations, procedures, and efficient office maintenance.

The purpose of work is to support and provide assistance to the office of the Commissioner, Director, or Program Manager in maintaining efficient flow in office operations.

Contacts are agency heads, higher-level officers, industry stakeholders, community organizations, employees of own agency and various departments, and the public via telephone, memos, and meetings, or direct contact.

Contacts are made to obtain and exchange information and discuss issues pertinent to the department/agency or program.

Work requires frequent light effort.

Work is performed in an air-conditioned office setting and some fieldwork may be required.