Administrative Assistant II

Job Title: Administrative Assistant II

Job Status: Fulltime

Job Summary: Under general supervision the Administrative Assistant II uses advanced skills gained through training and experience to provide administrative support to a seniorlevel manager within an assigned functional area. Follows established procedures to handle administrative details usually of a confidential nature on behalf of the senior level manager using some judgment and initiative to determine the approach or action to take. Originality and ingenuity are required to locate select and apply appropriate procedures processes and techniques to assignments that are broad in nature. Resolves most questions and problems and refers new or unusual issues to a higher level. Routine contact with internal and external customers is required to obtain clarify or provide facts and information.

Essential Duties and Responsibilities:

• Manage and coordinate the daytoday operation of a seniorlevel managers office including maintaining agency department and employee records
• Screen incoming calls and respond independently when possible
• Prepare proofread and edit correspondence agreements memos presentations and spreadsheets on seniorlevel managers behalf
• Anticipate and prepare materials needed by the seniorlevel manager for conferences correspondence appointments meetings telephone calls etc.
• Prepare agendas notices minutes and resolutions of meetings
• Take and transcribe dictation as needed
• Compose and prepare confidential correspondence and reports
• Ensure that organizational and departmental policies and practices are followed
• Support seniorlevel managers correspondence by reading and routing incoming mail attaching appropriate file to correspondence to be answered by manager and filing correspondence and other confidential records
• Arrange complex and detailed travel plans and itineraries compile documents for travel related meetings and accompany seniorlevel manager as needed
• Work with other areas of the organization to arrange programs events or conferences including obtaining facilities and caterers issuing information and/or invitations and coordinating speakers while working within event budget
• Operate standard office equipment and use required software applications
• Perform other duties and responsibilities as assigned

Knowledge Skills and Abilities:

Knowledge of:

• Intermediate concepts principles and practices of modern office procedures relating to record keeping filing use and operation of standard office equipment (computer calculator photocopier facsimile etc.

Skill in:

• Satisfactory speed/accuracy rate of typing skills 50 net wpm) required to maintain an efficient flow of the department
• Working experience in spreadsheets graphics flow charting and presentation software preferred
• Operating standard office equipment and using required software applications for program area and other applications including Microsoft Office

Ability to:

• Accurately and efficiently record and type dictation involving the normal range of business vocabulary and/or a limited range of recurring specialized terminology
• Partner with other functional areas to accomplish objectives
• Gather information identify linkages and trends and apply findings to assignments
• Organize and prioritize multiple tasks and meet deadlines
• Communicate effectively both orally and in writing
• Work independently as well as collaboratively within a team environment
• Provide a high level of customer service
• Establish and maintain effective working relationships at all levels of the organization

Educational/Previous Experience Requirements:

• Minimum Degree Required:
  • High school diploma or GED equivalent

and

• At least five years of administrative or office support experience or any equivalent combination of experience education and/or training approved by Human Resources

Licenses/Certifications:

• Licenses/Certifications Required at Date of Hire: None

Working Conditions:

Hours: Normal business hours some additional hours may be required

Travel Required: Local travel may be required

Working Environment: Climate controlled office