Administrative Assistant

Supervises clerical personnel in all phases of maintenance operations and procedures; reviews and proof reads all prepared correspondence and reports prepared and maintained by Administrative Specialist I. Supervises two workers in the cleaning operations of the maintenance office, shop buildings, and grounds. Performs complex administrative and business duties when functioning as office manager in assisting the Resident Maintenance Engineer in administering the policies and procedures of the Department. Coordinates and processes personnel actions for the unit and serves as central contact for personnel matters, interprets personnel policies and procedures. Prepares all paperwork and correspondence pertaining to all phases personnel procedures including: accepting applications; arranging interviews; preparing paperwork for new hires and terminations; preparing position descriptions; promotions; and reclassifications; administering orientation of new hires; sorting
and distributing mail. Senior certified procurement buyer performing activities and paperwork necessary for the acquiring of bids and prices. Creates requisitions, purchase orders and receipts of supplies and equipment for all maintenance materials and supplies used by the maintenance and office force, in accordance with State and Agency policies, procedures, and regulations. Serves as Liaison for four visa procurement cardholders. Supervises clerical personnel in preparing payroll documents and entering payroll data; requisitioning supplies; compiling and preparing daily, weekly, and monthly reports in the maintenance of business records, related reports and files. Supervises and assists in all phases of the clerical duties.
Researches, processes and prepares correspondence and reports expeditiously in a concise and professional manner; files and maintains tracking system of correspondence; responds to letters of a general nature that requires thorough knowledge of Department policies as requested by executive personnel. Serves as liaison between agency management and the general public to provide information and address concerns. Organizes, assigns, reviews work performed by staff/clerks. Trains employees outside of supervisory realm in policies and procedures, safety issues, and Department computer programs. Prepares and evaluates employee performance
and administers personnel and disciplinary actions. Assists in the preparation of budge request; monitors compliance with approved procurement request and budgets to avoid over expenditures and/or inappropriate expenditures. Attends conferences and meetings on matters concerning business activities and serves as liaison for such matters. Supervises and assists Administrative Specialist I in various departmental programs such as Adopt-A-Highway, record retention, and fuel card transactions in the Equipment Management System. Performs other related duties as requested by supervisor.