This role will perform advanced administrative and operational support work within the Division of Purchases assisting in the coordination, implementation, and monitoring of Division-wide operational initiatives. Additionally, this role will serve as a principal operational support resource by assisting with the development of standardized procedures, monitoring compliance with established operational requirements, coordinating special projects, and supporting continuous improvement efforts throughout the Division.
Work involves assisting leadership with the coordination and administration of operational programs supporting records compliance, quality assurance, records retention, and standardized business practices. This role is expected to exercise independent judgment in organizing work, monitoring assigned operational activities, conducting preliminary compliance reviews, and coordinating administrative projects. The position is expected to identify issues, recommend improvements, and provide operational support that promotes consistency, efficiency, and accountability throughout the Division.
Provides support in records compliance, file management, records retention, operational program development, policy implementation, quality assurance activities, and supervision of assigned entry-level file processing staff. Assists with the coordination and implementation of operational initiatives and Division priorities. Assists in monitoring compliance with Division filing standards, records management requirements, and established operating procedures. Conducts routine file reviews and quality assurance checks to identify inconsistencies or documentation deficiencies and reports findings to the Operations Lead. Assists with the coordination and maintenance of records retention activities in accordance with established schedules and applicable requirements. Maintains centralized tracking and administrative oversight of Master Price Agreement (MPA) portfolios and supporting documentation. Assists in developing and updating operational procedures, desk manuals, checklists, workflow documentation, and training materials. Coordinates operational projects and follows up on assigned action items to ensure timely completion. Assists with implementing new office procedures, administrative processes, and operational improvements. Compiles operational metrics, audit results, and compliance reports for leadership review. Assists in monitoring workflow trends and identifying opportunities for increased efficiency. Provides guidance and day-to-day support to entry-level file processors regarding established procedures and documentation standards. Reviews completed work for accuracy and completeness prior to leadership review. Coordinates with Division staff regarding records management, file maintenance, operational documentation, and administrative procedures. Assists with onboarding and training staff on operational procedures and standardized filing practices. Performs related work as required.
GENERAL STATEMENT OF DUTIES: To assist a high level state official by performing the most complex administrative and supportive tasks involved in the implementation and administration of major projects and programs whose effects encompass all departments and agencies of state government; and to do related work as required.
SUPERVISION RECEIVED: Works under the general direction of a high level state official from whom work assignments are received; work is reviewed usually upon completion for performance of assignments as directed.
SUPERVISION EXERCISED: Supervises clerical and other supportive staff assigned to assist.
ILLUSTRATIVE EXAMPLES OF WORK PERFORMED:
- To assist a high level state official by performing the most complex administrative and supportive tasks involved in the implementation and administration of major projects and programs whose effects encompass all departments and agencies of state government.
- To oversee the official agency files and records and to insure their accuracy and are kept current.
- To study and analyze operational procedures and prepare detailed and comprehensive reports of findings and recommendations.
- To perform as required, varied public relations related duties such as preparing news releases and writing and delivering speeches.
- To assist a superior by performing administrative tasks and research in the overall agency operation.
- To coordinate the flow of work among the various units within the agency.
- To respond to inquiries and to direct them to proper location for response when necessary.
- To attend conferences and meetings on behalf of superior and prepare reports thereon.
- To do related work as required.
REQUIRED QUALIFICATIONS FOR APPOINTMENT:
KNOWLEDGES, SKILLS AND CAPACITIES: A thorough knowledge of the principles and practices of public administration; a thorough knowledge of the principles and practices of modern office management, and the ability to apply such principles and practices; the ability to establish and maintain effective working relations with personnel; a thorough knowledge of the principles and practices of effective implementation procedures for policies and procedures; the ability to prepare accurate and concise written reports; and related capacities and abilities.
EDUCATION AND EXPERIENCE:
Education: Such as may have been gained through: successful completion of at least two years of academic study in an accredited institution of higher education; and
Experience: Such as may have been gained through: considerable employment in a supervisory position in state government assisting a high level state official performing complex administrative and supportive tasks involved in the implementation and administration of major projects and programs that had effect on all departments or agencies.
Or, any combination of education and experience that shall be substantially equivalent to the above education and experience.
Supplemental InformationGENERAL STATEMENT OF DUTIES: To assist a high level state official by performing the most complex administrative and supportive tasks involved in the implementation and administration of major projects and programs whose effects encompass all departments and agencies of state government; and to do related work as required. SUPERVISION RECEIVED: Works under the general direction of a high level state official from whom work assignments are received; work is reviewed usually upon completion for performance of assignments as directed. SUPERVISION EXERCISED: Supervises clerical and other supportive staff assigned to assist.BenefitsFor information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.
Also, be advised that a new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.
Skills Required
- Thorough knowledge of principles and practices of public administration
- Thorough knowledge of modern office management principles and practices
- Ability to prepare accurate and concise written reports
- Ability to establish and maintain effective working relations with personnel
- Ability to develop and implement effective implementation procedures for policies and procedures
- Education: successful completion of at least two years of academic study in an accredited institution of higher education
- Experience: considerable employment in a supervisory position in state government assisting a high level official with complex administrative and implementation tasks
What We Do
The State of Rhode Island is the official government entity responsible for the administration, governance, and delivery of public services to the citizens and residents of the state of Rhode Island.
