Estimated Length: 12 months 9am- 5pm
·With considerable knowledge and proficiency of computer technology software programs and applications, including familiarity with legislative bill tracking services such as the Legislative Retrieval Service and/or Statewatch, prepares and develops complex charts, graphs, spreadsheets, in addition to statistical and narrative information for the Executive level staff;
·Assists in organization and tracking of Department legislative bills and bill position letters as well as the development and maintenance of a Client legislative watch list during session and budget. Provide support on legislative session days and during budget to executive staff;
·Assist in truncated timelines with cross divisional teams to provide work product to Executive chamber and Superintendent;
·Researches complex or unusual inquiries and gathers information to support a response by the appropriate Executive staff person;
·Arranges meetings or conference calls and works with subordinate staff to prepare and assemble materials for meetings and conference calls with Client executive team and outside stakeholders such as lobbyist and elected;
·Answers the telephone and greets visitors and staff promptly and professionally with legislative courtesy;
·Drafts confidential and sensitive responses to letters and other correspondence for the appropriate Executive staff review and signature;
·Reviews and makes recommendations to the appropriate Executive staff on responses due or refers responses to the appropriate staff person;
·Based on the correspondence or in conjunction with the Executive staff, will determine what information should be distributed to other staff and sets deadlines for their responses;
·Follows-up on responses to ensure that information is completed and received by established deadlines;
·Reviews information when received to ensure completeness and refers to Executive staff for action;
·With much latitude and significant knowledge of program areas, answers telephone calls and responds to questions concerning policy and procedures, and refers the most complex technical questions to the appropriate staff;
·Designs and maintains electronic as well as hard copy correspondence files;
·Schedules meetings, maintains Executive staff's calendar, schedules travel arrangements and hotel accommodations, and processes reimbursements through the SFS;
·Opens and review incoming correspondence and reports to determine their significance, and distributes to Executive Office staff or the appropriate staff person;
·Travel for legislative affairs events may be required.
·Performs other duties as assigned.
·The candidates should have legislative experience including use of the Legislative Retrieval System and State-Watch.
·Prior experience providing administrative support in an office setting;
·Computer proficiency in Microsoft Office Suite, including Outlook, Word, Excel, etc. is required. Strong familiarity with other computer systems, such as LATS, Statewide Financial System (SFS) (e.g., PRs, Travel Expense Reports), etc., is desirable;
·Ability to remain calm under pressure and adjust to last minute changes.
· This is a new position.
· Duties will be performed on-site.
· Interviews will be held by phone initially. In person interviews will be conducted with final candidates.
·Preference may be given to MWBEs.