Administrative Specialist II / 60017892

Posting number: 191594

Department: Department of Health and Human Services

Division: Eligibility, Enrollment, and Member Services (EEMS)

Job classification: Administrative Specialist II

Posting type: Open

Categories: Administration, Administrative Assistant, Clerical & Data Entry, Health Services, Paraprofessional, Human Services, Customer Service, Organizational Development, Business

Summary

Are you the One?  We are looking for an Administrative Specialist II, who will perform independently the routine and complex administrative duties related to the job. Provides daily support for Regional staff involved in region operations as directed by the Eligibility Manager. Responsibilities include but are not limited to management level inquiries, paperwork flow, scheduling meetings, and management of the daily calendar and travel arrangements. Provides administrative support for staff meetings to include preparation of agendas, taking minutes, follow-up with staff on assignments and constructing spreadsheets or power point presentations.

• Supports all administrative functions for areas reporting to the Eligibility Manager of the Region which includes promoting and maintaining an efficient, professional and cooperative work environment. Serves as a Liaison with Human Resources, temporary staffing vendors and other approved agency vendors supporting the staffing needs for the Region.
• Maintains a complex calendar of appointments for the Eligibility Manager. Coordinates meetings and prepares agendas for weekly and monthly meetings as well as compiling and coordinating agenda items, distributing meeting materials and serving as the recording secretary for assigned meetings with the Regional supervisors, eligibility specialists, etc.  Coordinates travel arrangements as needed for staff as requested.
• Assists Eligibility Managers and Coordinators with promoting workforce engagement. Performs fundamental leadership support functions in accordance with Department policies and procedures, best practices and Federal and State rules and regulations, especially with regard to Equal Employment Opportunity Commission (EEOC) standards. Supports leadership with maintaining an effective organizational team and motivates diverse staff to accomplish mission critical operations and objectives.
• Maintains office supplies, equipment and furniture needs including coordination of any necessary requisitions. Prepares shopping carts, 192s and any other requisition forms. Maintains inventory of supplies/forms. Serves as a backup for creating shopping carts and processing 192's for the processing center and counties within the regions. Prepare reports as requested. Maintain files/spreadsheets for EEMS staff.
• Attend meetings and training sessions as required. Make and keep schedules, completes tasks timely and reports to work timely. Prepare reports as needed. Performs other duties as required. Available for emergency duty to support shelter staff when needed.

• Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children.
• 15 days annual (vacation) leave per year.
• 15 days sick leave per year.
• 13 paid holidays.
• State Retirement Plan and Deferred Compensation Programs.

Examples of duties

A high school diploma and relevant program experience.  

A bachelor’s degree may be substituted for the required program experience.

Additional Requirements:

• Occasional overnight travel.
• Sitting or standing for long periods of time.
• Lifting requirements: 20 lbs.
• In-office Role

Qualifications

• Knowledge of laws, regulations and policies relevant to the agency of employment. 
• Must be able to perform routine administrative duties. 
• Exercises discretion in applying policies and procedures. 
• Adheres to all agency policies