Administrative Assistant II

Job Title: Administrative Assistant II

Job Status: Full-time

Job Summary: Under general supervision, the Administrative Assistant II uses advanced skills gained through training and experience to provide administrative support to a senior-level 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 day-to-day operation of a senior-level manager’s 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 senior-level manager’s behalf
• Anticipate and prepare materials needed by the senior-level 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 senior-level manager’s 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 senior-level 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