KNOWLEDGE AND SKILLS:
Knowledge of Microsoft Office (Word, Excel, PowerPoint, Microsoft Outlook), internet research capabilities, and general office procedures.
Knowledge of public record-keeping principles and practices.
Knowledge of standard office procedures and processes.
Skilled in maintaining organization.
Skilled in drafting and proofing documents, including use of appropriate grammar, syntax, and usage rules.
Skilled in basic data compilation and analysis.
Skilled in event and meeting-planning and administration.
Skilled in handling confidential information.
Skilled in working independently.
Skilled in handling multiple tasks simultaneously.
Skilled in solving problems.
Skilled in interpersonal relations and conflict resolution.
EDUCATION: Associate degree in a related field.
EXPERIENCE: Five years of related administrative experience and/or any combination of education, knowledge, skills, and experience that is substantially equivalent.
Reasonable accommodations can be made for qualified individuals with a disability.
Job Requisition NumberJR103647 Executive Staff Assistant (Open)Pay GradeN00R08 AClassificationExecutive Staff AssistantClass DefinitionDEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATIONNONCLASSIFIED JOB DESCRIPTIONTITLE: Executive Staff Assistant
GENERAL STATEMENT OF DUTIES: Responsible for providing essential administrative support for the Office of the Commissioner.
SUPERVISION RECEIVED: Works under the supervision of the Commissioner, Deputy Commissioner and/or the Chief of Staff with wide latitude to exercise independent judgment. Work is subject to review on a periodic basis or upon completion for results achieved and for adherence to professional standards of conduct.
SUPERVISION EXERCISED: Generally none. May work as part of teams and in collaboration with others with wide latitude for the exercise of independent judgment to achieve results. May be involved in providing input on the performance management process and communications as a peer or colleague as appropriate.
ILLUSTRATIVE EXAMPLES OF WORK PERFORMED AND ESSENTIAL FUNCTIONS:
Performs a wide variety of administrative functions of a highly complex and confidential nature under the direction of the Commissioner, Deputy Commissioner and/or Chief of Staff.
Works closely with the Commissioner and/or Deputy Commissioner and his/her staff to independently handle routine, confidential, and important administrative activities.
Essential functions: schedules meetings, monitors and addresses inquiries and correspondence via email, strategically manages calendars, coordinates travel arrangements, composes letters and memoranda, prepares meeting materials, and responds to phone calls to the Commissioner’s Office.
Coordinates a variety of meetings and conferences, travel arrangements, appointments, and related activities.
Works closely with the Commissioner, Deputy Commissioner and/or the Chief of Staff, may also include agency chiefs and directors, and project leaders and teams.
Coordinates the referral of a variety of inquiries from the public, policy-makers, school district leaders, and from Department personnel related to assigned area of responsibility.
Maintains records for assigned areas of responsibility.
Serves as liaison with the public and numerous stakeholders.
Processes the fiscal paperwork associated with the assigned area of responsibility.
Prioritizes and organizes daily work by reviewing, reading, researching, and routing information.
Creates, reproduces, and summarizes information as needed.
Performs related work as assigned.
Supplemental InformationThe Rhode Island Department of Education seeks an Executive Staff Assistant in the Commissioner's Office who will assist the office with administrative functions of a highly complex and confidential nature. Essential functions: schedules meetings, monitors email inboxes, strategically manages calendars, and coordinates travel arrangements.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
- Associate degree in a related field
- Five years of related administrative experience (or equivalent combination of education, knowledge, skills, and experience)
- Knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Internet research capabilities
- Knowledge of public record-keeping principles and practices
- Knowledge of standard office procedures and processes
- Skilled in maintaining organization and prioritizing multiple tasks
- Skilled in drafting and proofing documents, using proper grammar and usage
- Skilled in basic data compilation and analysis
- Skilled in event and meeting planning and administration
- Skilled in handling confidential information and exercising independent judgment
- Skilled in interpersonal relations and conflict resolution
- Ability to coordinate travel arrangements, schedule meetings, and manage calendars
- Ability to serve as liaison with the public and stakeholders and maintain records
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.
