Administrative Assistant II

GENERAL PURPOSE

 

Perform varied administrative activities, under general supervision, in support of individuals and/or a business area. Draft and prepare documents, schedule meetings or appointments, organize and maintain paper and electronic files, and manage and maintain calendars and schedules. Serve as a knowledgeable resource for questions regarding individuals and/or business areas being supported.

 

JOB DUTIES AND RESPONSIBILITIES

 

· Answer telephones, give information to callers, take messages, or transfer calls to appropriate individuals

· Schedule meetings or appointments and update calendars

· Arrange staff meetings; coordinate in-office and offsite meetings, lunches, and events as needed

· Handle incoming and outgoing mail and faxes

· Make copies of correspondence and other printed material

· Compose, assemble, review, edit, and maintain documentation such as spreadsheets, presentations, emails, memos, reports, and other materials while ensuring grammar, punctuation, spelling standards, and internal style guidelines are maintained

· Produce and distribute scheduled and ad-hoc reports

· Perform basic bookkeeping (expense reporting, invoice processing)

· Maintain databases and filing systems, whether electronic or paper

· Operate office equipment such as fax machines, copiers, and phone systems, and uses computers for spreadsheet, word processing, database management, data entry, and other applications.

· Order and maintain inventory of appropriate office and meeting supplies

· The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required

Qualifications

EDUCATION AND EXPERIENCE

 

· High school diploma or equivalent

· 1 to 3 years of receptionist or administrative work experience

· Certification and/or License – may be required during course of employment

 

KNOWLEDGE, SKILLS, AND ABILITIES

 

· Proficiency with Microsoft Office Suite and company computer systems

· Able to demonstrate customer service skills in a courteous, professional, and helpful manner

· Able to respond courteously and efficiently to inquiries, complaints, and requests

· Able to communicate clearly and effectively, both verbally and in writing

· Able to interact positively and work effectively with others (interpersonal skills)

· Able to maintain confidentiality of information

· Able to problem solve

· Able to work with accuracy and attention to detail

· Able to multi-task

· Able to organize time, energy, and resources effectively to achieve goals (i.e., organizational skills)

· Able to perform tasks and duties under general supervision

· Must be able to read, write and speak English

 

An Equal Opportunity Employer including Disabled/Veterans