Program Specialist II (Program Specialist II #1796)

Duties and Responsibilities

• Provides administrative support to the department by finalizing a variety of correspondence, reports, and presentations.
• Establishes, organizes and maintains department files, including auditing files.
• Answers department main telephone line.
• Responds to inquiries requiring general knowledge of program operations.
• Affords assistance with department conference planning.
• Schedules appointments.
• Makes travel and meeting arrangements and prepares expense claims.
• Maintains confidentiality for information related to personnel and department claims.
• Provides technical support to individuals, both internal and external, contacting the department, including accessing database systems, grant and contracts assistance, ensuring complete documentation, answering basic technical assistance questions, screening submissions and reports for completeness, and serving as a point of contact.
• Maintains and completes Management Information Database Accounting System (MIDAS) functions for the department.
• Serves as department timekeeper, maintaining and completing attendance in the timekeeping system.
• Serves as inventory clerk for the department, maintaining inventory records, documenting all inventory movements, and ensuring inventory control procedures are adhered to by staff.
• In coordination with the Agency's Records Management Coordinator, serves as department liaison for records management.
• Performs other duties as assigned.

Required Qualifications

• A high school diploma or equivalent.
• Two years of progressively responsible administrative support or programmatic experience in an office setting involving typing, computer work, and/or other specialized training.
• Experience with database management programs and Microsoft Office.
• Extensive knowledge of office practices and procedures.
• Proficient in Microsoft Word and Excel.
• Excellent communication, organization, and interpersonal skills.
• Ability to maintain confidentiality and professionalism.

Preferred Qualifications

• Completion of some college level coursework or technical training.