Administrative Assistant (# 7903)

Job Description:

• Executive Administrative Assistant - Job Responsibilities

 Administrative Support:

• Full-time remote position (could be some in-person meetings/events), expected to be on camera for meetings
• Perform biweekly and monthly timekeeping tasks for State employees and contractors
• Assist Purchasing Agent with travel planning and requests
• Assist Purchasing Agent with organization and preparation of procurement documents as requested.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Schedule, prepare agendas, and document minutes for committee and departmental meetings.
• Distribute agendas and minutes as required.
• Manage office events and coordinate meetings for executive management, including monthly OIT All meetings
• Track action items from key meetings and ensure follow-up.

 Human Resources and Staffing:

• Coordinate contractor hiring with staff augmentation vendors.
• Post and remove available positions on the OIT site as needed.
• Manage OIT state employee hiring processes (infrequent).
• Request necessary access and equipment for hires from the Executive Director.
• Confirm onboarding and offboarding of new IT resources with managers.
• Serve as an evaluation liaison for HR-related correspondence.

 Executive Director Initiatives:

• Coordinate initiatives led by the Executive Director.
• Gather and compile information for internal and external agency requests.
• Act as a liaison between the department/office head and other agencies and organizations seeking IT assistance.
• Assist in the preparation of technical presentations and testimony before legislative committees or executive leaders.

 Policy and Legislative Monitoring:

• Review all Commonwealth Office of Technology (COT) policies and identify those requiring a   Cabinet counterpart.
• Collaborate with Office of Information Technology (OIT) management to define and establish Cabinet policies.
• Monitor proposed and enacted legislation for impacts on Cabinet and distribute information to Business Managers for OIT impact assessments.
• Interpret departmental policies for agency employees.

Awards and Recognition:

• Coordinate the development of nominations for IT awards.
• Operational Work Planning:
• Reorganize operational plans and track progress throughout the year through engagement of the Information Systems Managers.

Other Duties:

• Perform any other administrative tasks as needed to assist the Executive Director.