Administrative Assistant 4

About the role

The Administrative Assistant 4 position within the Department of Commerce's Contracts and Compliance Division (CCD) supports the Chief Contracts & Compliance Officer (CCD AD) and supervises administrative staff. Key responsibilities include providing complex administrative support, managing email correspondence, scheduling meetings, and ensuring compliance with policies.

Responsibilities

• Provides professional, complex administrative support to the CCD AD including management of all email correspondence, prioritizing incoming requests, proofing all documents, managing CCD AD's schedule, coordinating meetings and events, travel arrangements and reimbursements, and meeting preparation.
• Exercises independent judgment and makes decisions on behalf of the CCD AD relative to administrative management.
• Tracks, prioritizes, and coordinates responses and tasks assigned to CCD AD by the Director's Office, Director's Executive Team, Governor's Office, state agencies, and others as appropriate.
• Screens, sorts, and annotates CCD AD's incoming phone calls, mail, and email. Responds to inquiries regarding the operation of the agency and division.
• Develops drafts of written and oral responses and highlights particular items for CCD AD or CCD Management Team's attention and maintains follow-up.
• Ensures CCD AD is aware of internal and external deadlines and assists in prioritization of work activities.
• Serves as liaison between CCD AD and other agency staff, transmitting assignments, reviewing for appropriateness and consistency, making suggestions, and ensuring compliance with agency policy and CCD AD's priorities.
• Reviews, corrects, tracks, and approves all materials for CCD AD signature including contracts, personnel documents, correspondence, travel requests, and purchase requests for division staff members.
• Manages CCD AD's delegation of authority to specific CCD staff, ensuring delegations are current and appropriate.
• Aids in onboarding of new hires, including completion of internal HR forms, equipment provisioning and supply ordering, and general onboarding; ensures the new employee checklist is completed, benefit enrollment, and hard copy and electronic file management.
• Oversees payroll activities for the CCD AD.

Requirements

Required qualifications include a bachelor's degree and 2 years of relevant experience, or an equivalent combination of education and experience. Experience in a similar administrative role is preferred.

Qualifications

Must have excellent organizational skills, strong communication abilities, and the ability to manage multiple tasks simultaneously. Proficiency in Microsoft Office Suite is required, along with the ability to handle sensitive and confidential information with discretion.

Skills

Strong interpersonal and communication skills, ability to prioritize tasks, and proficiency in Microsoft Office Suite are essential. Knowledge of contract management and compliance processes is beneficial.

Benefits

Orchestrate Consulting offers a competitive benefits package, including health insurance, retirement plans, and paid time off.

Pay

$55,596.00 - $74,748.00 Annually

Schedule

Flexible/Hybrid