Admin Assistant 1

Administrative & Operations Support

The State Ethics Commission collects campaign contribution disclosure reports, personal financial disclosure statements and lobbyist disclosure reports. The Commission serves candidates and elected officials for state and local governments, advises, and educates the public on aspects of the Campaign Finance Act, and investigates and prosecutes potential campaign finance violations.

Under general supervision of the Chief of Staff and the Director of Operations the Lobbyist Registrar performs advanced level administrative and clerical functions in support of the Agency. Support functions include data entry, education, customer service and records management. Respond to questions from external and internal customers regarding applicable laws, rules, regulations, policies, and procedures in accordance with established guidelines. Serve as primary contact and information source regarding lobbyist registration, processing of lobbyist registrations, issuance of lobbyist identification cards and collection of appropriate fees. Provide guidance, consultation and technical assistance to customers and others within the organization and staff. Maintain strict confidentiality of agency activities.

Primary Duties & Responsibilities :

• Performs advanced level data processing of documents and transactions according to prescribed procedures
• Completes complex tasks and assignments associated with administrative support functions and / or area for an organizational unit
• Process lobbyist registrations, issue lobbyist identification cards, collect fees and create lobbyist files related to such according to agency procedures
• May audit records or processes to determine accuracy and / or compliance with agency guidelines
• Maintains records of the lobbyist identification system. Establishes and maintains filing and record-keeping system
• Research governing policies, procedures, or laws
• Interact with all levels of state government in a way that promotes respect, encourages cooperation, and contributes to excellent performance
• Creates and maintains a high-performance environment characterized by positive leadership and strong team orientation
• Always maintain confidentiality of records
• Perform any additional duties assigned by management
• Performs quality assurance checks on all documents received and randomly selected computer data
• May assist with training workshops
• Serve as job expert or organization resources in assigned area
• Discuss lobbyist late fees with callers and research situation as required
• Accept and enter late fee payments into the applicable system and provide original remittance to business analyst for deposit
• Assist management in researching various forms regarding data collection for various projects
• Daily monitor front lobby via camera to provide immediate customer service to walk in customers when required
• Assistant other team members to achieve agency goals
• Maintain consistency and cross training within assigned area
• Review website for accuracy for information or defects
• Backup for receptionist when necessary
• Respond to customers via phone and email to answer questions and resolve various situations

Additional duties as required.

Skills and Competencies :

Minimum Qualifications :

This position will be filled at a level commensurate with the selectee's education and experience at one of the following levels :

Admin Assistant 1 (GST050)

Pay Grade : F

Salary range : $30,700.42 - $38,897.56

High school diploma / GED and (2) years of job-related experience.

Admin Assistant 2 (GST051)

Pay Grade : G

Salary range : $33,042.45 - $42,703.38

High school diploma / GED and three (3) years of job-related experience; or one (1) year of experience required at the lower level Admin Assistant 1 (GST050) or position equivalent.

Admin Assistant 3 (GST052)

Pay Grade : H

Salary range : $35,618.70 - $46,245.72

High school diploma / GED and four (4) years of job-related experience; or two (2) years of experience required at the lower level Admin Assistant 2 (GST051) or position equivalent.

Preferred Qualifications :

Preference may be given to applicants who, in addition to meeting the Minimum Qualifications, possess the following :

Application / Resume must clearly describe relevant qualifications and experience.

The State Ethics Commission conducts background checks on all final candidates. Hiring applicants is contingent upon satisfactory results of criminal background / records check, employment and education verification, employment reference checks, credit evaluation and professional license checks (where applicable).

Because of the volume of applications received, we are unable to provide information on application status by phone or email. All qualified applicants will be considered but may not necessarily receive an interview. Selected applicants will be contacted by the hiring agency for next steps in the selection process. Applicants who are not selected will not receive notification. This posting may close at any time prior to the published closing date, once a suitable applicant pool is identified.

The State Ethics Commission is an Equal Opportunity Employer.