Administrative Assistant II-Temporary

Under the general supervision of the Manager/Department Head or designee the Administrative Assistant II coordinates and performs a variety of confidential and complex administrative duties independently with minimal direction.

• Coordinate and perform complex and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
• Prepare and/or update correspondence memoranda agendas handouts website updates and reports etc.
• Record prepare and distribute minutes
• Maintain calendar(s)
• Assist employees with onboarding training and answer operational questions within the scope of duties
• Assist with the processing of payroll personnel action and other human resource related forms
• Perform data entry and generate reports
• Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databases
• Arrange travel logistics and coordinate schedules. Complete travel advance and authorization forms.
• Maintain travel records
• Schedule or arrange for conferences meetings interviews appointments retreats events or similar activities
• Review expense reports. Submit voucher forms with appropriate receipts and information for reimbursement
• Process and track documents such as invoices payments and requisitions. Follow up on payments. Reallocate purchases when necessary
• Answer phones and screen calls. Provide information independently and respond to complex questions
• Greet visitors; ascertain their needs and provide information
• Review sort distribute and file a variety of material. Identify priority items and route accordingly
• Order and maintain office and other department supplies
• Answer e-mails and respond to routine correspondence
• Perform other duties as required.

REQUIRED:

• HS Diploma or equivalent
• 5-7 years of related experience
• Proficient in Microsoft Office products and software
• Possess the organizational verbal written and interpersonal skills necessary to interact effectively with all levels of personnel
• Ability to prioritize and problem solve

PREFERRED:

• Assist in the collection of budget information and preparation of grant applications
• Adheres to office procedures related to grant submissions
• Assist in reconciling monthly receipts
• Maintain confidential research files.

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