Administrative Assistant I – Department of Management Services

GENERAL ADMINISTRATIVE DUTIES SUPPORTING THE ACTIVITIES OF THE BUREAU

  • Maintain bureau calendar and schedule appointments and/or meetings for conference room.
  • Plan and coordinate the bureau’s bulk mail deliveries and storage.
  • Prepare and maintain complete and accurate bureau files and personnel records.
  • Use various Microsoft Office applications to schedule meetings, prepare reports, charts, correspondences, and presentations.
  • Composes, edits and prepares in final format correspondence, memoranda, reports, charts, etc., for use by or signature of Bureau Chief through operation of office automation equipment.
  • Reviews all correspondence out-going from the bureau for Bureau Chief or Director’s signature.
  •  Reviews all correspondence out-going from the Enrollment and Contributions, Administrator.
  • Assist bureau staff with preparing approved overnight delivery documents.
  • Monitor and maintain an accurate inventory of supplies, including copier paper, printer toner cartridges, multiple styles of envelopes, plan brochures, and other mailing inserts.  Notify appropriate staff when stock is low and coordinate replenishing inventories.
  • Provide scheduled and emergency relief (as needed) at the front desk reception.
  • Coordinate the maintenance, removal, and repair of equipment and furniture within the bureau.

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