Administrative Assistant - 60025251

Full Job Description

The person in this position will serve as office manager to coordinate efforts to ensure that all general and essential office functions are covered at all times (e.g., email correspondences, phone and written inquiries, scheduling, copying, scanning, obtaining and processing incoming and outgoing mail).

Review and submit all travel requests and reimbursements for all staff, consultants, instructors, and trainees.

Develop, maintain/organize, and monitor internal office files, and personnel office records. Responsible for maintaining records according to retention schedules.

Responsible for the procurement of all supplies, shopping carts, training materials, equipment, and contractual services for the office. Obtain quotes and tax ID numbers (W-9) for all vendors.

Responsible for setting up contracts for consultants paid from grant funds, submit and monitor payments against the budget for grants through the office budget contact.

Effectively plan and organize work activities and prioritize task completion according to schedules, deadlines, and goals. Track departmental workflows.

Responsible for entering, monitoring, and tracking agency routing in the Agency Routing Tool (ART) system. Track office deadlines, action items, and goal progress.

Relieve Director and office of routine administrative matters (scheduling assistance, perform relevant research).

Assist Director with developing, maintaining and monitoring internal office procedures, including standard operating procedures, policies, and creating/mailing correspondences; ensure that documents submitted for signatures meet the requirements.

Analyze business processes and performance related to document flow, efficiency, and adherence to policies.

Recommend changes in system design to facilitate compliance, standardization, and improve performance.

Exercise good judgement and discretion in interpreting and applying policies and procedures as well as decision making.

With input and assistance from the Office Director and staff, develop, maintain, update and improve materials for school districts related to health and services (i.e., Medicaid and USDA programs), including, but not limited to, training materials, seminar materials, and setting up meetings, webinars and conferences.

Assist with coordinating training logistics. Assists with onboarding and offboarding tasks. Perform other duties as assigned by supervisor.

This position is located in the Office of Nutrition Programs.

Requirements

A high school diploma and work experience that is directly related to the area of employment. A bachelor's degree may be substituted for the related work experience.

Qualifications

A high school diploma and two (2) years of administrative/clerical experience or an associate degree and administrative/clerical experience. A bachelor's degree may be substituted for the related work experience.

Additional Information

Position requires extensive typing/computer work. Position may require some in-state travel.

ONLY THOSE APPLICANTS CHOSEN FOR AN INTERVIEW WILL BE NOTIFIED BY LETTER THAT THE POSITION HAS BEEN FILLED.

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