Administrative Assistant

The Department of Administrative Services is seeking a creative person with strong PowerPoint and Adobe InDesign skills to design department communications and presentations. If have an eye for professional aesthetics, and have what it takes to act as the gatekeeper for our Executive Director and her team, this is the job you’ve been looking for!

Principal Duties

As the Administrative Assistant, you will:

• Design extensive, complex, and professional PowerPoint presentations for highly visible department and legislative meetings.
• Design and disseminate professional documents and reports.
• Photograph important department events.
• Post updates to the department website.
• Participate in the department’s educational program (DAS-U) by brainstorming event topics, finding speakers, and writing topic summaries.

In addition to these tasks you will:

• Manage multiple complex calendars.
• Schedule meetings, conferences, and department events.
• Order office supplies.
• Reconcile billing and purchasing cards statements.
• Assist customers on the phone, in person, and by email.
• Assist to plan department events and meetings.
• Maintain and update files and spreadsheets.
• Sort and distribute mail.
• Make travel arrangements for executive staff.
• Arrange travel reimbursement.
• Respond to requests for information under the Government Records Access and Management Act ( GRAMA ).
• Prepare reports, and analyze data discrepancies.
• Assist department employees to submit information correctly, completely, and properly formatted.
• Post and monitor employee trainings electronically.

The Best Qualified Candidate

The best qualified candidate for this position will:

• Have a working level of experience in Microsoft Office products with emphasis on Excel and PowerPoint.
• Have a working level of experience in Adobe Creative products with emphasis on InDesign.
• Experience designing documents (flyers, memos, reports, etc.) and presentations.
• Experience managing an office (customer services, scheduling appointments, ordering supplies).
• Excellent writing and communication skills.
• Strong attention to detail and organizational skills.
• The ability to maintain confidentiality in a variety of political and personnel matters.

Why You Should Join Our Team

This is a wonderful opportunity to have your finger on the heartbeat of an agency integral to the success of state government! As the first point of contact and communication for the department’s executive leadership team, you will serve an important role in the success and culture of the department.

The Executive Director’s Office provides all the benefits of working in a small office, with all the exposure of working for a large one. You’ll network with a variety of state employees and customers, and no two days will be quite the same.

The State offers a comprehensive and competitive benefits package , including paid sick days, vacation days and holidays, and an on-site gym!

The Agency/Division

Our mission is to deliver support services of the highest quality and best value to government agencies, institutions of higher education, and the public. We value integrity, honesty, transparency, accountability, reliability, leadership, quality, flexibility, collaboration, and teamwork. We are committed to improving our operations, developing our workforce, and improving customer relations. Visit our website for more information.

Supplemental Information:

• Working Conditions: Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Physical Requirements: Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.