Administrative Support Assistant

Job Title

Job Description

Execute diverse clerical and administrative support functions, including property management, managing correspondence, coordinating Division schedules to meet critical suspense dates, and maintaining the emergency contact matrix.

Facilitate regulatory program workflows by performing initial in-processing of permit applications, maintaining public notice mailing lists, managing the intake of public comments, and website postings.

Serve as the primary Division timekeeper, utilizing an automated system to input attendance data while collaborating with the budget team to verify that labor charge codes do not exceed authorized allotments.

Coordinate personnel actions, recruitment, and onboarding, including preparing automated HR requests, arranging interview panels, managing position descriptions, and securing computer allocations for new hires.

Manage the Division awards program by drafting performance and special act justifications, preparing certificates, tracking deadlines, and coordinating formal presentations.

Serve as the Government Purchase Card (GPC) holder, executing cost-effective acquisitions for office supplies and services while maintaining a perpetual inventory of Division assets.

Manage the computer refresh cycle in coordination with the IT team and provide system-use training to incoming administrative staff and supervisors.

Advise Division and Branch Chiefs on administrative policies, regulatory personnel procedures, and procurement fund availability to ensure compliance with District standards.