Description of Job

We are recruiting to fill the first level within the Administrative Support series wherein employees learn and apply policies, procedures, rules and regulations specific to the organization and relevant techniques, methods and/or theories of the profession. Positions work under direct supervision, to include regular guidance, review and oversight by supervisors and more experienced staff, while learning fundamental skills and technical aspects of the work. It is expected that employees will develop the necessary competencies to assume the duties and responsibilities at the Administrative Assistant II level within the first twelve (12) months of employment. Positions should not remain in this class indefinitely.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Under the general direction of the Executive Assistant, performs a range of routine to moderately complex administrative tasks to support the State and Regional Offices with day-to-day activities as well as special projects, as requested.
• Primary contact for receiving incoming calls, e-mails and visitors. Identifies the callers’ needs and best course of action to provide assistance in a professional and courteous manner. Refers to the appropriate person, office or agency, which requires a broad knowledge of OSPD services and functions.
• Responds to inquiries and requests for information such as, proper steps required for filing complaints and applying for Public Defender representation. Provides information on client cases, court records and related information as appropriate.
• Orders supplies and equipment for the state office and staff within established policies and procedures such as, office supplies, business and ID cards, and petty cash items. Assists in determining other needs such as furniture and non-IT equipment. Coordinates with the agency’s apparel vendor for product selection and staff ordering and distribution processes.
• Registers visitors in accordance with building/office security measures. Issues badges, keys or security codes for staff.
• Helps facilitate the organization & execution of events within the office and across the agency.
• Oversees the administration of state fleet vehicles through the maintenance of an up-to-date reservation calendar, the arrangement of necessary maintenance, and the organization of regular cleaning schedules to ensure the vehicles are maintained in optimal condition.
• Serves as a primary contact for building maintenance requests and related matters such as, emergency drills. Arranges for vehicle maintenance.
• Performs routine clerical duties such as, sending, receiving and distributing e-mails and faxes; receiving, processing and distributing incoming/outgoing mail and deliveries; and, walking or driving to/from off-site locations to pick-up/deliver documents and materials.
• Performs all duties to ensure compliance with applicable laws and practices to promote diversity, equity and inclusion.
• Performs other duties of a similar nature as assigned.