ADMINISTRATIVE SECRETARY

State of New Hampshire Department of Transportation, Bureau of Materials & Research – 5 Hazen Drive, Concord, NH Position ADMINISTRATIVE SECRETARY – Position #20426 Hourly: $17.81 – $23.39 SUMMARY To manage the Bureau of Materials and Research administrative office and assist staff with assembling reports and documents with additional responsibilities for fiscal management. To perform administrative duties in support of the bureau daily operations. EXPERIENCE COUNTS Each additional year of approved formal education may be substituted for one year of required work experience and/or each additional year of approved work experience may be substituted for one year of required formal education. MINIMUM QUALIFICATIONS Equivalent combination of 2 years of education and experience after high school; combination of education and experience in business administration, office management or administrative support. License/Certification: None Other Requirements: Proficiency in Microsoft Office Suite, including Word, Outlook and Access. PREFERRED QUALIFICATIONS None AFTER-HIRE REQUIREMENTS None RESPONSIBILITIES Manages Bureau administrative office, assists Bureau Administrator and Section Supervisors in various administrative tasks, establishes priorities, monitors office workflow and recommends efficiency improvements. Ensures detailed records of all Bureau expenditures are maintained; monitors fiscal year budget expenditures by class and reports directly to the Bureau Administrator with any budget concerns. Processes confidential personnel forms and letters for the Bureau, relating to hiring, discipline and performance evaluations. Prepares Lawson purchase requisitions for materials, supplies, equipment, and services; completes NHFirst payment vouchers and processes P-Card purchase documentation; audits data regarding bureau leave records; checks accuracy of MATS entries for bureau employee time, vehicle mileage and equipment meter reads. Processes vehicle accident reports and workers' compensation claims in the absence of the Safety Manager. Updates Bureau equipment and consumable inventories annually; maintains supply room inventory. Maintains office project files, prepares and processes travel requests, contract documents and other correspondence using electronic document management systems such as MTS; utilizes the computer network for electronic file storage and updates the Bureau website. Coordinates and supervises meeting arrangements for conferences with other organizations and agencies; provides clerical support for Bureau commitments to other organizations; manages the Outlook calendar for outside contacts using conference rooms and provides technical support for guests. Monitors security system for access to the Materials & Research building and compliance with Bureau access procedures. Performs bureau clerical tasks including filing, faxing, copying, answering telephones, assembling contracts, performing mail processing and distribution, including bureau email; performs routine maintenance on office copiers and printers. TOTAL COMPENSATION INFORMATION HMO or POS Medical and Prescription Drug Benefits: value varies depending on plan selected. State's share of employee's retirement: 12.87% of pay. Other Benefits: Dental Plan at minimal cost for employees and families; Flexible Spending accounts; State defined benefit retirement plan and Deferred Compensation 457(b) plan; Work/life balance flexible schedules, paid holidays and generous leave plan; $50,000 state-paid life insurance plus additional low-cost group life insurance; Incentive-based Wellness Program (ability to earn up to $500). BENEFITS RESOURCES State-paid health benefits details: Total Compensation Statement Worksheet: Benefits of State Employment brochure: State HR homepage: EEO STATEMENT Equal Opportunity Employer – EOE. TDD Access: Relay NH View phone number on click.appcast.io #J-18808-Ljbffr