Weekly Hybrid Working Arrangements. Minimum 2 days In Office and Maximum 3 days Remote Work. Purpose of Position- This position will be responsible for various administrative tasks to support program functions within the Division of. Community Programs. Administrative tasks of this position include the following duties: scheduling meetings; responding to the general email inbox(es); maintaining calendars; website maintenance; taking meeting notes; distributing meeting materials; purchasing office supplies; assisting with travel and expense reimbursements; assisting as back-up for contracting and fiscal duties; and performing other general administrative duties as assigned. Job Duties - Budget and Finance Support - Purchases, receives, and stores supplies, training material, software licenses, etc. for assigned programs. Manages and reconciles purchase card (P-Card) used for purchases, official functions, travel, programsupplies, and other purchases, ensuring compliance with all fiscal rules regarding P-Card purchases. Maintains purchasing records in compliance with accounting and procurement requirements. Provides records for any audit requests to purchasing card authorities in a timely manner, and with appropriatesupporting documentation. Assist fiscal team staff with the grantee purchase orders and contracts when the need arises. Assist teams with invoice processing as needed. Program Support - Assists assigned programs with duties to include: responding to general program email and phone calls, maintaining an electronic filing system for program functions, monitoring documents in the clearance and e-Clearance processes, schedule meetings, format and edit program documents, and fulfill general copying, faxing, and mailing requests by program staff. Manages operational aspects of program events, council, and board meetings to include: maintaining program and public meeting calendars, obtaining official function approvals, sending agendas, managing all aspects of meeting technology platforms, writing and distributing meeting minutes, assisting work groups with meeting logistics, submitting board packets to Boards and Commissions liaison within CDHS Legislative Affairs and Communications as required. Prepares Official Function Forms, schedules facilities, and selects menus and caterers as required by program staff. Monitors deadlines and assures timely submission of grant reports by program staff. Assists assigned programs with special projects, including arranging meetings, developing agendas and meeting materials, writing and distributing minutes. Maintains filing systems and tracking spreadsheets for various functions and projects, as directed by the program staff. Prepares and coordinates travel requests for project staff with the Accounting department and/or Executive. Director’s office, sets up transportation and lodging arrangements for program staff as well as Board members and others as instructed by program staff. Manages external communications, including content, non-professional design, and updates for websites, newsletters, social media and press releases. This position serves as the program’s subject matter expert on CDHS travel policies and procedures and is responsible for the unit’s compliance with those policies and procedures. Assists in updating project management tools (e.g. Smart. Sheets, Google Sheets) and displaying data on the website dashboard. Assists with special projects by scheduling meetings, creating polls and surveys, and general logistical tasks. Maintain all program records and destroy upon completion of storage period as defined in CDHS policy. Initiates and tracks e. Clearance and paper clearance items for assigned programs. Support & HR Liaison- Follows administrative and office procedures to ensure efficiency and effectiveness of assigned programs. Coordinates with the DCP Program Assistant II regarding changes to administrative and office procedures. Assists with the identification of technological needs, office equipment, space and supply needs, and fulfill those needs within budgetary and procurement requirements, ensuring compliance with ADA, and maintaining related records. Coordinates with the DCP Program Assistant II to support in these areas. Coordinates with telecommunications, OIT, Facilities and/or vendors to set up and maintain employee workspace and hardware/software needs. Creates and tracks personnel action forms (PA - Fs) through the e. Clearance system, ensuring all requiredpaperwork is uploaded in a timely manner and program staff are kept informed of the status of the PAF. Serves as a liaison for Rewards and Incentives Form submissions as well as tracking years of service milestones and verifying that time accrual rates and other benefits are updated per Human Resources rules. Other Duties as Assigned - Other duties as assigned in support of the Departmental, Office, and/or Program objectives.