The duties that the incumbent of the vacancy will be expected to perform. Duties Description Under the general direction of the Assistant Director for the Public Employment Practices and Representation division (Rep), the Special Assistant serves a key role in coordinating activities within the division and acts as a liaison with the Office of Administration. The incumbent will: Ensure all technical and administrative duties are consistently and proficiently performed throughout the division; gain a comprehensive understand PERB’s Rules of Procedure; process new charges and deficiencies and train support staff; act as the point\-person for the division for the development and ongoing support of Microsoft Dynamics 365 case management system (CMS); train support staff on the proper input and use of the CMS; run regular tests to ensure CMS data is accurately entered by subordinate staff; gather data and compile reports to provide statistics to control agencies; generate reports for the Chair, Deputy Chair and division directors on a regular basis; act as the division’s liaison with the Office of Administration for various division needs including staffing, IT, procurement, training, employee relations, and operations; assist in the coordination of agency events, such as advocate training and annual agency\-wide meetings; assist with the onboarding process of new Rep staff members, answer questions and assist with training; coordinate travel activities throughout the division and assist staff with SFS as needed; coordinate procurement requests and work closely with the Director of Finance to ensure expenditures are justified and consistent with division needs. Maintain accurate records; other professional duties as assigned.The incumbent will gain a comprehensive understanding of the workflow, positions and organizational structure within the division. They will make recommendations to the Director or Assistant Director on improvement opportunities to ensure the highest quality and consistency of work is being produced. They will have a broad understanding of PERB Rules of Procedure and use that knowledge to ensure sensible workflow is maintained between administrative staff, management and administrative law judges.
The minimum qualifications required for this vacancy. Minimum Qualifications Six years of relevant experience; OR an associate’s degree and four years of relevant experience; OR a bachelor’s degree and two years of relevant experience; OR a master’s degree and one year of relevant experience; OR a PhD. Relevant experience includes: • Leading a team; supervising and coordinating workloads; mentoring junior administrative staff.• Office management, including the oversite of complex office projects. • Analyzing and processing incoming documents, case files and requests. • Managing schedules, files and records to maintain an orderly workspace. • Advanced use of Microsoft Office Suite, particularly Excel, Word, Outlook and Dynamics 365\.• Drafting logical and meaningful correspondence. • Data analysis and integrity. • Proficient use of business system applications, database management and virtual meeting platforms.• Strong professional writing and verbal communication skills.• Drafting and generating reports from a variety of applications; gathering data and compiling results on a regular basis.• Resolving issues quickly and competently and adapting to changing priorities. • Organizing meetings, appointments and logistics. • Setting staff deadlines and priorities; optimizing workflow. Preferred qualifications: Experience working in a legal office setting; proficient with Microsoft Office Dynamics 365\. A strong understanding of labor\- management and labor management relations primarily under the Taylor Law, or similar collective bargaining.
Additional comments regarding the vacancy. Additional Comments Once fully trained, remote work may be available pursuant to agency policy.
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