Administrative Assistant II

Job Title: Administrative Assistant II 39325 John Deere

Description:

• Performs a full range of administrative support duties typically in support of a middleto upperlevel manager.
• Facilitates work flow through a managers office.
• Develops reports; may perform a variety of duties commensurate with this level e.g. respond to problems similar to a Customer Service Representative coordinate events/functions process documents input data and orders department purchases; and may receive project work consistent with the skills and skill level found in the jobs other work.

Duties:

• Drafts and types standard letters and memoranda from specific instructions and prepares documents for distribution. Maintains and updates established web sites with the assistance of basic web publishing software applications.
• May maintain databases systems applications or files to ensure accurate and current information is available for use by others.
• Schedules meetings coordinates travel arrangements and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e. refreshments etc.).
• Gathers and summarizes data from various sources in order to complete reports and special projects.
• Receives and refers visitors and telephone callers within the department ensuring that callers reach their intended destination.
• Processes and distributes incoming and outgoing mail interoffice messages faxes and voicemail messages throughout the department.
• Researches resolves and responds to inquiries/concerns from internal and/or external customers.
• Escalates complex issues for resolution as appropriate.
• Gathers or creates and maintains records or data and distributes information as appropriate to department members or internal/external customers.
• May perform analysis of data and resolve discrepancies following prescribed procedures.
• May organize/maintain records of Supervisors or others projects and correspondence following up on pending items; may facilitate/organize workflow through the supervisors office ensuring followup items are addressed.
• Creates and maintains sensitive department records; uses data to prepare letters and memoranda for supervisors signature.

Requirements:

• Experience working in a law/lawyer office
• Minimum of a high school diploma with 3 years experience in an administrative/support role is required but prefer a minimum of a 2year degree with 2 years of experience.
• Experience with coordinating travel (airfare hotel and car rental) directly or by working with a travel agent and will also complete travel and expense reports.
• Proficient with MS Office suite of products with an emphasis on Excel Word PowerPoint and Teams
• Understand the importance of confidentiality and attention to detail and have a collaborative attitude.

Assignment Description:

• Support at least 4 lawyers and be responsible for general administrative duties (filing scanning copying records retention etc.) including data input scheduling meetings coordinating events/functions preparing correspondence and PowerPoint presentations ebilling support and mail distribution.
• May be responsible for supporting special projects and maintaining SharePoint sites as requested.
• Performs a full range of administrative support duties typically in support of a middleto upperlevel manager.
• Facilitates workflow through for the department.
• Develops reports
• May perform a variety of duties commensurate with this level e.g. respond to problems similar to a Customer Service Representative coordinate events/functions process documents input data and orders department purchases.

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