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Administrative Assistant

Think Next LLC Des Moines, IA

  • Expired: over a month ago. Applications are no longer accepted.
Job Description

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      

 

Think Next LLC

Think Next LLC's Logo

Address

1305 E Walnut St

Des Moines, IA
50319 USA

Industry

Business

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