Administrative Associate II

Responsibilities

• Perform administrative duties of a complex and confidential nature in support of departmental or divisional activities to relieve supervisor of clerical and administrative responsibilities and to maintain efficiency of departmental or divisional office operations.
• Works on assignments that are moderately complex in nature and in which judgment is required in resolving problems and making routine recommendations.
• Considerable use of word processing, spreadsheet and presentation preparation applications is required.
• Normally receive no instruction on routine work, and general instruction on new assignments.
• Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and knowledge of departmental programs and activities.
• Organize and maintain divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date management and procedural manuals, directives, and related records; compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data.
• Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.
• Maintain, review and reconcile departmental or divisional budgetary records, prepare budgetary projections and recommendations based on instructions and established procedures.
• Process a considerable amount of confidential and sensitive information in support of administrative activities.
• Prepare letters and statements a portion or all of which may be composed or compiled on the basis of personal knowledge of subject matter; prepare inter-departmental memoranda explaining new or revised policies and procedures as necessary.
• Arrange for and schedule appointments and meetings for supervisor; interview callers; answer questions concerning departmental or divisional activities; transmit instructions and/or information to and from staff members; serve as liaison with internal and external agencies; make proper referrals as necessary; prepare materials and make arrangements for conferences and travel; prepare necessary documents for supervisor’s use in meetings; may attend meetings to take minutes or provide information as requested.

• Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.
• Work generally requires two years of related secretarial/clerical experience to acquire skills necessary to administer office functions related to office management, communications, and budgetary/accounting activities.
• Excellent customer service skills.
• Ability to build rapport with internal and external customers.
• Ability to prioritize workload.
• Sense of Urgency for time sensitive projects.
• Ability to seek guidance when answer is not clear.
• Receptive to feedback from others.
• Teamwork, Attendance, Professionalism, and Excellent Phone demeanor.
• Takes on other assignments willingly.
• Accuracy of work.
• Displays proficiency in Microsoft Office Suite and other office applications and office procedures knowledge at an intermediate to advanced level with demonstrated testing proficiency at 90% on intermediate level.
• Makes best use of time.
• Offers to assist others in department during down time.
• Seeks to increase skills.
• Asks for stretch assignments.
• Seeks to know the business as to how department work affects the bottom line and interacts within other departments.
• Takes on site /company projects as project lead and leads team to project completion.