Administrative Assistant 2 (AA2)
Work Hours flexibility may be available and considered
Salary: $3,239.00 - $4,299.00 Monthly

Review of applications is ongoing. We reserve the right to make a hiring decision or close this recruitment at any time after 5/28/25. It is in your best interest to submit materials as soon as possible.

Responsibilities:

• Independently prioritizes, schedules, and tracks work requests generated by office staff and the supervisor. Assists staff with the creation and update of various time management scheduling tools. Schedules internal and external meetings for the Budget and Business Administration ADM and professional staff, utilizing various platforms.
• Main point of contact for the division to vet calls/emails from the public regarding agency policies, rules, and regulations; and receives and coordinates visitors to the Aquatic Resources division staff.
• Maintains familiarity with all program-specific documents and procedures to keep documents moving through the system, ensure proper documentation is provided, and notifies staff when issues, problems, or concerns arise.
• Provide personnel with travel assistance: coordinates travel arrangements, conference space rentals, and training venues, and establishes direct billing with hotels and other venues. Audit travel expense vouchers and reimbursement requests for completeness and accuracy. Ensure that agency and state policies and procedures were followed, including the use of required documentation and appropriate travel rates. Provide coding and other financial information for payment processing. Instructs and guides divisional staff regarding travel policies and procedures.
• Assists the Budget and Business Administration ADM by independently researching and reviewing operating procedures to resolve issues. 
• Has the authority to troubleshoot and provide guidance on agency policy and procedures concerning administrative functions such as travel and procurement.

Required Qualifications: 

• Two years of experience in providing customer service or administrative support in any capacity.
• MS Office intermediate user experience: Excel – create, format, edit, and sort worksheets and data; and create formulas. Word – insert pictures, charts, etc., format sections, and create headers and footers. Outlook – compose, send, forward, and reply to email; insert attachments and meeting invitations, and manage calendar activities.
• Exercise sound professional judgement regarding business operations and problem analysis.
• Effective verbal and written communication skills.
• Ability to engage with others in open, mutually beneficial ways, maintaining positive interpersonal communications and successful working relationships.
• Ability to find answers for tasks outside your areas of expertise.
• Commitment to fostering and supporting an environment that honors diversity, equity, inclusion, and environmental justice practices.