July 7, 2011 at 2:18 pm #134828
Maintains a complex calendar of appointments, meetings and speaking engagements for at least two Deputy Directors that includes communication and scheduling on behalf of Executive Management staff, other state agency directors, the Governor’s Office, US/State Legislators, the general public, etc. Troubleshoots incoming complaints to the Deputy Directors.
Reviews the Deputy Directors’ incoming and outgoing correspondence, assigns deadlines, coordinates responses with the appropriate agency personnel and tracks status. Ensures deadlines are met on all responses, correspondence, and special projects requiring a reply by a Deputy Director. Ensures responses are consistent and in compliance with agency policies. Supports all administrative functions of the Executive Management team including an efficient, professional and cooperative work environment. Coordinates meetings, prepares agendas for weekly and monthly meetings as well as compiles agenda items, distributes meeting materials, and serves as the recording secretary for meetings of the Deputy Director. Performs research on various issues for the Deputy Directors.
Candidate must have the ability to communicate on behalf of the Deputy Directors with executives inside and outside the Department, other state agency directors and government officials. Candidate must be able to conduct business confidentially and ethically by consistently adhering to policies, procedures and regulations of the Department. Must be able to move efficiently between multiple tasks with a high degree of accuracy often under the pressure of deadlines. Must have excellent written and verbal communication skills.
Candidate must show a high level of proficiency using the Groupwise calendar scheduler and the Microsoft Office Suite of products including but not limited to Excel, Outlook, PowerPoint, Publisher and Word.
Must be able to work flexible hours to accommodate the Deputy Directors’ schedules.
A high school diploma and 3 years of relevant experience in business management, public administration, or administrative services or a bachelor’s degree may be substituted for the required work experience.
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