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Position Description

• The administrative assistant will be a key role as the Human-Resource Liaison, supporting the CIO and leadership staff, supporting the Legislative Liaison, for DOIT, during session and back-up purchasing for IT needs for the Agency.
• Core Essential Functions Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Exercises appropriate discretion in handling sensitive or confidential information.
• Relays instructions and messages on behalf of the Chief Information Officer to other personnel as directed.
• Monitors the Chief Information Officers email for urgent matters when the CIO is unable to access email. Keep accurate track of all items submitted to the CIO for approval.
• Respond to general inquiries about varies reports and projects which may be confidential in nature.
• Manages the Chief Information Officers calendars, schedules all meetings, and exercises judgment as to the priority of meetings, rearranging meetings, and attendees, at the direction of the Chief Information Officer.
• Schedules appointments and conferences and arranges in-state and out-of-state travel for the Chief Information Officer.
• Prepares travel requests and make travel arrangements as needed. Processes travel claims and invoices.
• Develops and maintains procedural manual for areas of responsibility.
• Works cooperatively with other support staff within the Division and provides back-up when necessary.
• Prepare agendas for discussion, assure necessary information is available to cover key topics. Assure relevant material is prepared and available.
• Take minutes at meetings, transcription of minutes, and follow-up on activities or work products resulting from said meetings.
• Monitor budgets and prepare annual expenditure projections.
• Monitor monthly expenditure information and alert CIO to potential budget concerns.
• Respond to information requests. Purchase supplies and equipment as needed and prepare documents necessary.
• Serves as the representative between DOIT and assigned DAS-HRA and internal HR.
• Servers as point person for coordination of information requests, both internal and external.
• Servers as Legislative Liaison back-up and is key role for Bill Reviews, Fiscal Notes assignments, and obtaining CIO sign off.
• Serves as back up for IT purchases and bill payments for DoIT Executive Officer.

Skills Required

• Considerable experience in an office environment.
• Proficient in Microsoft Office.
• Ability to manage multi-line phone system and learn voice-mail.
• Ability to handle multi-line telephone.
• Ability to take clear concise messages.
• Ability to operate standard office equipment (fax copier printer).
• Excellent at multi-tasking.
• Excellent communication and writing skills. Excellent communication skills Ability to manager multiple calendars

Experience Required

• 3+ years as an administrative assistant supporting multiple high level executives Experience supporting or working with HR and IT departments

Education Required

• high school diploma

Education Preferred

• college degree strongly preferred