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

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