Performs General Clerical Activities Types correspondence, decisions, rulings, judgments, administrative reports and summaries and variety of legal documents such as orders, notices, motions, and resolutions; prepares agenda and notices from rough draft and assembles necessary agenda material; attends meetings and hearings; takes, records and prepares minutes of meetings; transcribes from tape proceedings of hearings, verbatim statements and testimonies; gathers all documents and other material and makes arrangements for facilities and notifies all persons concerned and necessary to attend meetings, hearings, conferences or other purposes; prepares and processes subpoenas for witnesses as directed. Notifies branch chiefs of specific actions affecting the branch taken by the board or commission at their meetings. If necessary, follows-up to determine that instructions have been fulfilled. Arranges for reservations of meeting rooms, arranges for travel accommodations, and follows-up on completion of travel. Provides Secretarial Services Receives, reads and familiarizes oneself with all correspondence, reports, legal documents, and other material concerning the activities of the various boards for which the administrative assistant is responsible and for the special deputy attorney general; reviews and arranges materials for the administrative assistants and for the special deputy attorney general in order of priority; attaches previous correspondence and other background material for reference; from general instructions, composes for administrative assistant and special deputy attorney general’s signature factual replies to inquiries requiring selection of information from various sources. Prepares drafts of routine correspondence and replies following general guidelines. The incumbent must be thoroughly familiar with the policies, laws, rules, and other requirements of the board, commission or program. Reviews incoming mail, settlement agreements, pre-hearing conference notices; maintains control on incoming correspondence and settlement agreements and follows-up on work in process to insure timely reply or action. Brings to attention of the administrative assistants and the special deputy attorney general where serious lags or inaction are occurring. Keeps a log of all pending cases. Reads outgoing correspondence and legal documents for procedural and grammatical accuracy, factual correctness and calls any deviations or inadequacies to the attention of the writer. Arranges for publication of public notices in newspapers; arranges for reservations of meeting and hearing rooms; requisitions and arranges for travel accommodations; prepares for administrative assistants and commission, board members, travel complete affidavits for per diem and mileage allowance claims and makes follow-up for completion of affidavits. Greets and receives all visitors at the administrative assistants and the special deputy attorney general’s offices; screens telephone calls; determines whether personal appointments should be made or refers them to other staff members or offices; maintains a calendar on urgent and pressing matters, including projects and reports deadlines and all hearings. Prepares drafts board meeting minutes for Executive Office review. Processes Amendments to Statutes and Rules Arranges in proper format from draft and notes, amendments to rules as discussed by the board and duplicates as required for public hearing; and prepares in final format and submits for approval to Director, Deputy Attorney General and Governor for filing with the Lieutenant Governor’s Office. Performs Various Support Duties Receives calls and provides information on various licensure issues such as types of licenses, scope of activities, qualification/requirements pursuant to statutes and rules, and application and licensing processes. Refers inquiries on related matters to the appropriate government office such as Regulated Industries Complaints office for requests for complaint history or filing. Provides Mail Services On a rotation basis with all other secretaries, picks up twice daily and opens incoming division mail, separates for distribution to division administrator, administrative assistants, special deputy attorney general and respective branches; opens, sorts and time stamps mail relating to boards/commissions assigned to the administrative assistants and various legal documents for the special deputy attorney general; and processes all outgoing mail twice daily for division administrator, administrative assistants, and the special deputy attorney general. Effectively schedules and manages assigned boards and commissions virtual Zoom meetings and streaming