Administrative Professional 3

Primary Responsibilities

• Provides secretarial & non-routine administrative support to Real Estate & Planning staff & Administrator:
• Coordinates projects;
• Independently formulates decisions &/or judgments involving real estate & planning operations;
• Interfaces & coordinates project activities with unit employees which requires knowledge of real estate & interior design language & terminology;
• Responds to administrative & programmatic issues/needs of Real Estate & Planning staff;
• Gathers information to assist in strategic planning of Office of Real Estate & Planning functions;
• Represents office at meetings; researches & analyzes programs, policies & procedures & evaluates data related to office function (e.g., maintains Office of Real Estate & Planning databases & active project reports);
• Prepares analytical reports, spreadsheets, graphs & charts; composes & prepares complex & confidential correspondence, reports & files;
• Drafts & formulates manuals & publications for distribution;
• Orders various material as needed; schedules & coordinates meetings.

Industrial Compliance:

• Submits applications for quarterly & special permitting as directed;
• Coordinates with DAS Finance for the payment of industrial compliance invoices;
• Files industrial compliance documentation & maintains filing systems;
• Coordinates with Planning & Design staff on industrial compliance related matters.

Prevailing Wage Coordinator:

• Acts as Real Estate & Planning liaison for all commercial lease & state-owned improvement projects that meet prevailing wage thresholds which requires knowledge of prevailing wage requirements;*
• Prepares & files all prevailing wage documentation, forms, & communication;
• Coordinates with office staff on prevailing wage projects;
• Attends prevailing wage meetings;
• Performs all pre-vailing wage related duties & tasks.
• Performs public relations & training duties:
• Greets customers/visitors;
• Handles sensitive telephone calls & channels calls to appropriate parties for response;
• Serves as orientation guide for new employees & maintains orientation materials;
• Coordinates & monitors training & development program for staff;
• Schedules employees for training;
• Organizes training sessions;
• Develops training session agendas;
• Oher duties as assigned.

30 mos. exp. or 30 mos. trg. in secretarial/administrative professional field.

• Or completion of associate core coursework in secretarial science or business office applications from accredited career school or community college; 12 mos. exp. in secretarial/administrative professional field.
• Or 12 mos. exp. as Administrative Professional 2, 16872.
• Or equivalent of Minimum Class Qualifications For Employment noted above.

Job Skills: Administrative Support/Services

Knowledge of:

1. Public relations;

2. Commercial real estate & planning language & terminology;

3. Agency policies & procedures*;

4. Project coordination;

Skill in :

5. Operation of personal computer-er & associated software (e.g., MS Word, PowerPoint, Outlook) with advanced operation of MS Excel (i.e., creating spreadsheets, charts, graphs, tables with formulas).

Ability to:

6. Independently carry out detailed instructions in verbal or written form;

7. Define problems, collect data, establish facts & draw conclusions;

8. Plan, develop & coordinate multiple projects;

9. Organize time & materials to meet deadlines;

10. Make administrative & procedural decisions;

11. Prepare meaningful, concise & accurate reports.

• Developed after employment.