Administrative Assistant
: Job Details :

Duties of this position will include: Assisting with the overall administration of the statewide training mandate by responding to a high volume of phone calls and emails and answering questions in a timely and accurate manner; managing and maintaining a robust training calendar; maintaining, updating, and distributing training-related communications such as training reminders, information on new/existing training opportunities, and ethics forums; and monitoring and compiling monthly and quarterly training metrics; Providing training administrative support, including creating and scheduling online and in-person training sessions, managing enrollment and class rosters, maintaining and reconciling WebEx attendance records and reports, and course close-out responsibilities that include inputting, updating/correcting training data, and issuing certificates of completion and training compliance information to the Unit and agency stakeholders; Helping to maintain Statewide training records of over 300,000 State employees in COELIG's Statewide Ethics Training Application, including responsibility for database management including data entry, formatting Excel spreadsheets to conform to uploading requirements, and providing support and troubleshooting assistance to outside stakeholders who require assistance in navigating the online application; Supporting Training Associates and lobbying staff during live training sessions utilizing the latest technology and computer-based solutions, including but not limited to: the Statewide Learning Management System ( SLMS ), WebEx, Google Meet, Teams and other video conferencing platforms, and eLearning software such as Lectora; Maintaining, distributing, and updating educational support and guidance materials on the COELIG website and the agency's SharePoint site; and Communicating clearly and professionally in writing and on the telephone with agency staff, members of the public, and the State workforce, with an ability to demonstrate patience and understanding in those communications.Skill Level/Experience/Qualifications/Etc.:Three years of experience in similar administrative support position(s); advanced Microsoft Excel knowledge, including but not limited to pivot tables, and the ability to analyze and sort large datasets of participant roster information; ability to acquire working knowledge of applicable ethics and lobbying laws; excellent oral communication skills; excellent organizational skills and detail-oriented; familiarity with web-based training programs, desktop publishing and video conferencing experience recommended. Bachelor's degree and specific experience assisting in the administration of training programs, including the live delivery of instructor-led courses preferred.