Administrative Secretary

EXAMPLES OF WORK:

This is a high profile position within the Department of Insurance as an Administrative Secretary for the Agency Director, Deputy Director and Public Information Officer. Provide administrative support to Director of Insurance, Deputy Director, and Public Information Officer maintaining confidentiality, as appropriate. Act as liaison between the Agency Director, Deputy Director, agency staff and the general public in order to greet visitors, screen telephone calls and redirect or take messages as needed; provide support services to include updates of meetings, current information, directives, procedures, items of interest and request materials or information pertaining to specific insurance issues. Attend Staff Meetings taking minutes and circulate pertinent information to staff members. Compile and circulate division reports of monthly activities. Manage Agency Director’s calendar and schedules for agency conference rooms. Review and route mail received for the Agency Director and Public Information Officer. Distribute information of a confidential nature, magazines, periodicals, etc. Coordinate sending Department Newsletter and insurance bulletins, notices, consumer alerts, web postings, etc., to various individuals internal/external and the National Association of Insurance Commissioners on behalf of the Agency Director. Prepare and maintain Agency Director’s correspondence in compliance with records retention requirements. Create and maintain confidential files and other filing systems/electronic filing systems, as needed. Compile information from files and documents as required to meet the needs of staff. Assist Public Information Officer in coordinating travel arrangements, schedules, assignments and lodging accommodations. Prepare travel authorizations accurately for Agency Director’s signature. Prepare Monthly travel reports and track annual out-of-state travel for Agency Director, Deputy Director and Chief Examiner. Assist with expense reimbursement reports, as needed. Register staff for meetings, seminars, and webinars and track attendance. Develop and assist social media outreach as directed by Agency Director and Public Information Officer. Type letters, documents, and forms for the Agency Director and maintain confidentiality with regard to these items. File, photocopy and fax information for Agency Director, Deputy Director, and Public Information Officer.

Hours: 8-5, Monday – Friday.

Job location is 941 O Street, Downtown

QUALIFICATIONS / REQUIREMENTS:

REQUIREMENTS: Experience in performing executive secretarial support work, involving the use of personal computers, office equipment, and associated software such as word processing, spreadsheet, data management, graphic/presentation, and web/internet applications.

PREFERRED: Experience with MS Word, Excel, and Publisher; experience with social media and customer outreach.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge, Skills, Abilities: The candidate must be highly organized, able to follow directions, and able to maintain confidentiality for all documentation and information s/he has access to in this position. The candidate must possess the ability to communicate effectively with insurance company executives, department employees, and other state government personnel; ability to type, proofread, and correct grammatical errors. Knowledge of the organizational structure and activities of a State government agency is helpful.