Administrative Assistant / Administrative Assistant Trainee / Trainee

Job summary
Provide administrative and staff support in transportation maintenance officeAssist office directors with administrative tasks and financial managementCoordinate meetings, manage purchasing, and handle general office tasks
Job seniority: entry level
Responsibilities
• Provide administrative assistance to Office Directors• Organize correspondence, schedule meetings, and prepare agendas and minutes• Follow up on action items from meetings• Perform tasks within the Statewide Financial System• Assist in preparing and administering annual budgets• Manage office purchasing including ordering, coordinating delivery, and making payments• Prepare Pre-Travel Authorizations and Budget Funding Attachments• Collect and coordinate data, run/update reports, and distribute information• Submit IT requests for the office• Support contract coordinators by preparing documents and monitoring progress
Requirements
• Must be reachable on the current Civil Service eligible list or eligible for reassignment/transfer• Completion of eight courses in administrative support competencies• Proficiency in computer skills, interpersonal/customer relations, professionalism, and communication• Mandatory completion of four core courses including Microsoft Word Basics and Successful Business Writing• Ability to serve in an Incident Command System role during emergency situations
Key Skills Needed
• Administrative support• Financial management• Purchasing• Data collection and reporting• IT request submission• Document preparation• Communication• Emergency response