Administrative Professional 3

Responsibilities

• Provides secretarial and non-routine administrative support to Real Estate & Planning staff and Administrator, including:
  • Coordinates projects and independently formulates decisions involving real estate and planning operations.
  • Interfaces and coordinates project activities with unit employees, requiring knowledge of real estate and interior design language and terminology.
  • Responds to administrative and programmatic issues and needs of Real Estate & Planning staff.
  • Gathers information to assist in strategic planning of Office of Real Estate & Planning functions.
  • Represents the office at meetings.
  • Researches and analyzes programs, policies, and procedures; evaluates data related to office functions (e.g., maintains databases and active project reports).
  • Prepares analytical reports, spreadsheets, graphs, and charts.
  • Composes and prepares complex and confidential correspondence, reports, and files.
  • Drafts and formulates manuals and publications for distribution.
  • Orders materials as needed and schedules and coordinates meetings.
• Industrial Compliance:
  • Submits applications for quarterly and special permitting as directed.
  • Coordinates with DAS Finance for payment of industrial compliance invoices.
  • Files industrial compliance documentation and maintains filing systems.
  • Coordinates with Planning & Design staff on industrial compliance-related matters.
• Prevailing Wage Coordinator:
  • Acts as Real Estate & Planning liaison for all commercial lease and state-owned improvement projects that meet prevailing wage thresholds, requiring knowledge of prevailing wage requirements.
  • Prepares and files all prevailing wage documentation, forms, and communication.
  • Coordinates with office staff on prevailing wage projects.
  • Attends prevailing wage meetings.
  • Performs all prevailing wage-related duties and tasks.
• Public Relations and Training:
  • Greets customers and visitors; handles sensitive telephone calls and directs them to appropriate parties.
  • Serves as orientation guide for new employees and maintains orientation materials.
  • Coordinates and monitors training and development programs for staff.
  • Schedules employees for training and organizes training sessions.
  • Develops training session agendas.
• Other duties as assigned.

Requirements

• 30 months of experience or 30 months of training in a secretarial/administrative professional field.
• OR completion of associate core coursework in secretarial science or business office applications from an accredited career school or community college, plus 12 months of experience in a secretarial/administrative professional field.
• OR 12 months of experience as an Administrative Professional 2 (Job ID 16872).
• OR equivalent of the Minimum Class Qualifications for Employment noted above.

Skills

• Administrative Support/Services
• Knowledge of:
  • Public relations
  • Commercial real estate and planning language and terminology
  • Agency policies and procedures
  • Project coordination
• Skill in:
  • Operation of personal computers and associated software (e.g., MS Word, PowerPoint, Outlook) with advanced operation of MS Excel (e.g., creating spreadsheets, charts, graphs, tables with formulas).
• Ability to:
  • Independently carry out detailed instructions in verbal or written form.
  • Define problems, collect data, establish facts, and draw conclusions.
  • Plan, develop, and coordinate multiple projects.
  • Organize time and materials to meet deadlines.
  • Make administrative and procedural decisions.
  • Prepare meaningful, concise, and accurate reports.

Pay

PR 30: $26.54–$34.53 per hour (full range).

Schedule

Full-time, 8:00 AM–5:00 PM.

About the Organization

The Ohio Department of Administrative Services (DAS) supports the priorities of the DeWine-Tressel administration by easing access for those doing business with the state, securing state data and technology resources, and creating efficiencies for state government partners while keeping costs in check. DAS provides innovative solutions and supports the efficient operation of state agencies, boards, and commissions.

The Office of Real Estate and Planning provides state entities with diverse services related to office space and real estate needs, including:

• Office space assessments, space allocation, planning and design, and project management activities.
• Commercial leasing, acquisition, and disposal of real estate.
• Transfers of property between state entities.
• Leasing of state buildings and land.
• Appraisal review and valuation.
• Surveyor services.
• Oversight of eminent domain actions.