Executive Assistant to Chief HR Officer/Administrative Professional 4, PN 200+5324

Qualifications
exp. or 30 mos
Or completion of associate core coursework in secretarial science or business office applications from accredited career school or community college; 12 mos
Or 12 mos
exp. as Administrative Professional 2,16872
Or equivalent of Minimum Class Qualifications For Employment noted above
Administrative Support/Services
Administrative support/services
Benefits
$25.76
Responsibilities
Serves as the assistant to ODOT's Chief Human Resources (HR) Officer (CHRO) & provides support for all offices within the HR division; provides secretarial & non-routine administrative support (i.e., independently formulates decisions &/or judgments involving non-legal interpretation of policies & procedures as they would apply to a given situation to resolve problems, to prepare correspondence &/or reports, or to carry out other assignments)
Provides technical advice to aid CHRO in decision-making
Monitors work group(s) for special programs, vendor services &/or contractor services
Prepares budgetary recommendations & oversees allocation of funds
Serves as liaison between CHRO & staff (e.g., transmits decisions & directives)
Acts as liaison between agency & Governor's Office
Uses computer (e.g., Microsoft Word, Excel, PowerPoint, Outlook & Access; Graphical Query Language (GQL)) to prepare reports as directed (e.g., staffing reports, Service Time Report, Division Annual Report), to edit tables, spreadsheets, presentations, etc., & to research & respond to confidential inquiries on behalf of CHRO; gathers information for report preparation, for the Division HR Plan, & for Public Records Requests & disseminates information according to standard procedures
Makes travel arrangements for office staff & submits travel-related invoices for payment
Coordinates the Employee Service Awards (e.g., ensures Employee Service Award policy allows for equitable distribution of awards to all eligible employees, maintains statewide Employee Service award recipient information lists to ensure certificates & pins are prepared & distributed promptly & all Districts & Divisions are administering program consistently)
Coordinates the new employee Pullover Program (e.g., tracks costs, obtains new hire information, gathers sizes, places orders, pays invoices)
Coordinates the annual TOP Award Ceremony (e.g., obtains TOP Award nominations, prepares packets of nominations for judges, prepares & organizes awards)
Assists with the annual Team Up event (e.g., contacts ODOT divisions & volunteers regarding participation, confirms participation, sends reminder emails, schedules volunteer meetings, organizes & updates volunteer list)
Serves as Division Training Coordinator (e.g., sends notices of optional & required training to Division employees)
Uses computer & related software (e.g., Microsoft Word, Excel, Outlook) for tracking costs, preparing packets, preparing awards, sending emails, etc
Oversees purchasing & acquisition of office supplies & equipment; prepares invoices for payment
Coordinates with the Division of Finance regarding purchases, use of the payment card & to submit invoices for payment; tracks expenditures for budget purposes
Ensures compliance with accounting, disbursement, budget & payroll recordkeeping & office equipment purchasing procedures
Uses computer & related software (e.g., Hyland OnBase) to upload documents to create electronic files
Updates webpages with current vacancy announcements using a computer & related software (e.g., SharePoint)
Serves as backup for employment verifications
Performs secretarial & clerical tasks (e.g., coordinates formatting & posting of all agency policies & procedures (e.g., ensures policies are prepared in compliance with applicable policy formatting standards & are properly displayed on agency website); takes minutes at meetings & distributes as appropriate using a computer & related software (e.g., Microsoft Word, Outlook); answers & transfers telephone calls; uses a computer (e.g., Microsoft Outlook) to receive, reply to & forward email; receives & distributes mail; schedules & attends meetings; generates copies of documents & assembles packets of copied materials; places equipment repa
07:30 AM To 04:30 PM
Job description
Serves as the assistant to ODOT's Chief Human Resources (HR) Officer (CHRO) & provides support for all offices within the HR division; provides secretarial & non-routine administrative support (i.e., independently formulates decisions &/or judgments involving non-legal interpretation of policies & procedures as they would apply to a given situation to resolve problems, to prepare correspondence &/or reports, or to carry out other assignments). Provides technical advice to aid CHRO in decision-making. Monitors work group(s) for special programs, vendor services &/or contractor services. Prepares budgetary recommendations & oversees allocation of funds. Serves as liaison between CHRO & staff (e.g., transmits decisions & directives). Acts as liaison between agency & Governor's Office. Uses computer (e.g., Microsoft Word, Excel, PowerPoint, Outlook & Access; Graphical Query Language (GQL)) to prepare reports as directed (e.g., staffing reports, Service Time Report, Division Annual Report), to edit tables, spreadsheets, presentations, etc., & to research & respond to confidential inquiries on behalf of CHRO; gathers information for report preparation, for the Division HR Plan, & for Public Records Requests & disseminates information according to standard procedures. Makes travel arrangements for office staff & submits travel-related invoices for payment. Spearheads various department & division-wide initiatives & serves on committees (e.g., Combined Charitable Campaign, employee engagement committees).

Coordinates the Employee Service Awards (e.g., ensures Employee Service Award policy allows for equitable distribution of awards to all eligible employees, maintains statewide Employee Service award recipient information lists to ensure certificates & pins are prepared & distributed promptly & all Districts & Divisions are administering program consistently). Coordinates the new employee Pullover Program (e.g., tracks costs, obtains new hire information, gathers sizes, places orders, pays invoices). Coordinates the annual TOP Award Ceremony (e.g., obtains TOP Award nominations, prepares packets of nominations for judges, prepares & organizes awards). Assists with the annual Team Up event (e.g., contacts ODOT divisions & volunteers regarding participation, confirms participation, sends reminder emails, schedules volunteer meetings, organizes & updates volunteer list). Serves as Division Training Coordinator (e.g., sends notices of optional & required training to Division employees). Uses computer & related software (e.g., Microsoft Word, Excel, Outlook) for tracking costs, preparing packets, preparing awards, sending emails, etc.

Oversees purchasing & acquisition of office supplies & equipment; prepares invoices for payment. Coordinates with the Division of Finance regarding purchases, use of the payment card & to submit invoices for payment; tracks expenditures for budget purposes. Ensures compliance with accounting, disbursement, budget & payroll recordkeeping & office equipment purchasing procedures. Uses computer & related software (e.g., Hyland OnBase) to upload documents to create electronic files. Updates webpages with current vacancy announcements using a computer & related software (e.g., SharePoint). Serves as backup for employment verifications.

Performs secretarial & clerical tasks (e.g., coordinates formatting & posting of all agency policies & procedures (e.g., ensures policies are prepared in compliance with applicable policy formatting standards & are properly displayed on agency website); takes minutes at meetings & distributes as appropriate using a computer & related software (e.g., Microsoft Word, Outlook); answers & transfers telephone calls; uses a computer (e.g., Microsoft Outlook) to receive, reply to & forward email; receives & distributes mail; schedules & attends meetings; generates copies of documents & assembles packets of copied materials; places equipment repa

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

Organization

Transportation - Central Office

Agency Contact Name and Information

Amber Cottrill; Amber.Cottrill@dot.ohio.gov

Unposting Date

Feb 11, 2025, 10:5+:00 PM

Work Location

Ohio Dept of Transportation

Primary Location

United States of America-OHIO-Franklin County-Columbus

Compensation

$25.76

Schedule

Full-time

Work Hours

07:30 AM To 04:30 PM

Classified Indicator

Classified

Union

Exempt from Union

Primary Job Skill

Administrative Support/Services

Technical Skills

Administrative support/services

Professional Skills

Collaboration, Teamwork

Agency Overview

Who We Are:

The Ohio Department of Transportation (ODOT) oversees building and maintaining the nation’s 5th largest interstate system and the 3rd largest number of bridges. We take pride in providing safe and efficient roadways for the people of Ohio and to the people traveling within our great state. And in order to achieve that, we do A LOT! From Planning, Engineering, Construction to Law, HR, Communications, IT and everything in between, ODOT has a career for just about everyone. ODOTers are hardworking, passionate, and dedicated to public service. We strive to achieve our agency’s vision every day: To be a long term, reliable, professional, and highly productive organization.

ODOT's Mission Statement

To provide a transportation system that is safe, accessible, well maintained, and positioned for the future.