We are looking for:
An experienced administrative professional who projects a positive attitude, encourages collaboration, and consistently strives to meet and exceed expectations.
Excellent communication and the ability to build positive relationships with customers is highly desired.
This position serves as the division's front counter receptionist and provides general administrative support that includes providing assistance to the Audit division managers, coordinating administrative support functions for the division headquarters and 13 field offices, and backing up the Administrative Assistant 5 as necessary.
More of what you will do
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Coordinates travel arrangements for a division of 300+ employees, including reserving flights, rental vehicles, and accommodations as necessary.
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Coordinates management team meetings, new auditor training classes, and conferences by securing locations and travel.
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Maintains the division's office supplies, including purchase of equipment and furniture.
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Ensures equipment is assigned to new staff and receive and process the return of equipment from departing staff.
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Operates and troubleshoots problems with office machines and equipment, such as copiers, fax machines, printers, scanners, and telephones.
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Serves as the primary contact person regarding billing, expenses and reimbursement related questions.
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Proofreads and edits reports, correspondence, and other documents to ensure compliance with the agency and executive correspondence guidelines.
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Functions as the coordinator of the Request for Qualification/Quotations (RFQQ) process for hiring out-of-state contract auditors and for large projects that require bidding.
The incumbent must be willing to work the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. Teleworking options may be available.
The required qualifications are key competencies that have been successfully demonstrated through experience or education. To join our team, you must possess the following knowledge, skills, abilities, and competencies:
Demonstrated progressive experience providing administrative support in a fast-paced office environment, including managing workflows, prioritizing tasks, and meeting deadlines, gained through professional office, administrative, or coordination roles.
Proven ability to use Microsoft Office applications and agency approved software, such as Outlook, Word, Excel, Teams, and SharePoint, to create, modify, organize, and maintain documents and communications, acquired through previous administrative or technical work.
Demonstrated skill in scheduling and calendar coordination, including arranging meetings, reserving facilities, and coordinating travel logistics, obtained through experience supporting managers, teams, or organizational programs.
Proven experience interpreting and applying policies, procedures, or standards—such as travel, purchasing, or records requirements—to ensure compliance when processing documents, expenses, or administrative actions, gained through prior administrative or operations work.
Demonstrated ability to manage records and information systems, including organizing, tracking, retrieving, and maintaining documentation with accuracy and confidentiality, obtained through experience in clerical, administrative, or records management roles.
Proven ability to provide customer-focused service in person, by phone, and electronically, including responding to inquiries, resolving routine issues, and communicating professionally with staff, the public, and external partners, gained through previous customer service or administrative work.
Demonstrated written communication skills, including independently drafting emails or correspondence and reviewing documents for accuracy, grammar, and completeness, acquired through roles requiring professional writing or document preparation.
Proven problem-solving ability and adaptability, including troubleshooting office equipment, addressing logistical or operational issues, and adjusting to changing procedures or priorities, developed through office support or operations-based experience.
Demonstrated ability to handle confidential information with discretion and maintain professionalism when working with managers, staff, the public, and external stakeholders, developed through positions involving sensitive or protected information.
Proven ability to perform physically and cognitively demanding administrative tasks, including moving materials up to 25 pounds, navigating office environments, and sustaining computer-based work for extended periods, gained through prior office or operational experience.
Equity Competencies:
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The ability to take action to learn and grow.
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The ability to take action to meet the needs of others.
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Uses an equitable and inclusive approach.
Learn about our Core Equity Competencies to understand the foundational skills, mindsets, and approaches we value and cultivate in our workforce.
To be considered:
Complete the online application in detail and attach the following:
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A cover letter explaining your qualifications for this position.
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A resume, highlighting your work experience and education.
Throughout our selection processes, we will also be evaluating for knowledge, skills, abilities, behaviors, and capacity for effective leadership that aligns with the culture of DOR.
To take advantage of Veteran's preference, please attach your DD-214, member 4 long form, or your NGB-22. Please blackout your social security number and date of birth before attachment.
Questions?
Hello, my name is Lance and I will be assisting with this announcement. As a 20-year Department of Revenue employee, I understand the importance of finding a rewarding career with a work-life balance. At Revenue, we pride ourselves in connecting talented individuals with opportunity and would like to answer any questions you have.
Please contact any part of the Staffing team at
[email protected] or give me a call (360) 704-5725.
