Administrative Assistant II (Substance Use Corrections) - Humble, TX

Administrative Assistant II (Substance Use Corrections) - Humble, Tx

Performs duties typical of Administrative Assistant I, as well as higher-level administrative duties. Utilizes detailed knowledge of area procedures and policies in order to relieve supervisor of standard administrative details which requires compiling and analyzing data and information, preparing summary reports, answering correspondence, conducting projects, and so forth. Performs office management functions such as directing work of lower-classified office personnel, assisting in monitoring revenue and expenses, processing purchasing requisitions, handling petty cash transactions, and so forth.

Performs various office and administrative support duties including composing and typing correspondence and documents, processing billing information, maintaining record keeping and filing systems, scheduling meetings and conferences, and receiving and screening visitors and telephone calls. Serves as administrative liaison between assigned department/center and other Gateway components by gathering and exchanging information related to operational, budget, payroll or personnel issues and procedures.

Composes and types variety of materials and documents including correspondence, memos, forms, tables, records and charts from rough draft, general directions, or dictation; using standard computer word processing, database and spreadsheet applications. Proofreads and edits final draft materials for accuracy, consistency and clarity. Organizes and maintains office manual and electronic files, and ensures accurate and efficient storage and retrieval of documents and information.

Updates, corrects and/or purges outdated or inaccurate files and information. Works on various administrative support projects as requested such as assisting with compiling with grant proposals, evaluating and recommending office equipment purchases, maintaining up to date policy and procedure manuals, and so forth. Assists in monitoring revenue and expenses by compiling data from records and logs, and preparing summary financial and budget reports.

Maintains expenditure records and receipts. Compiles data and information for various administrative reports, statements, rosters and so forth. Performs standard statistical or arithmetic calculations, and drafts and prepares special reports or analyses for review by supervisor. Delegates work to and monitors work of lower-classified clerical support personnel. Participates in hiring, evaluating and disciplining lower-classified office staff as appropriate. Contacts variety of influential Gateway and outside personnel to obtain or relay information, arrange meetings or conferences, research issues for supervisor, and so forth.

Follows up on matters or questions with other departments or employees as necessary to resolve operational or administrative issues within areas of responsibility. Performs various administrative support functions such as maintaining petty cash receipts and ledger, processing purchasing requisitions for approved supplies and equipment, maintaining staff personnel files, making meeting and travel arrangements and so forth. Evaluates and recommends appropriate changes in office procedures, filing and record keeping systems, equipment, or computer applications;

in order to improve efficiency, productivity and cost effectiveness. Performs various secretarial or office duties such as photocopying and assembling documents, answering and screening telephone calls, recording messages, sorting and distributing mail and faxes, entering information into computer databases, and so forth.

Ability to read and write well enough to draft, proof and edit correspondence, reports, tables and the like; and perform simple arithmetic and statistical calculations to prepare and verify summary reports and financial transactions. Knowledge of office systems, procedures, equipment, and computer applications. May require prior experience with health insurance terminology, codes and billing procedures in order to bill insurance and communicate with insurance providers.

Necessary ability and knowledge normally acquired through up to one year post high school training in business or office administration. Ability to type complex statistical tables and forms, nonroutine correspondence, reports and the like; and complete data entry accurately and efficiently, at a level normally acquired through training in touch-typing techniques, in high school or beyond. Approximately three to five years of progressively more responsible related work experience in order to gain in-depth understanding of Gateway policies, procedures and operations necessary to assume high-level administrative details and office management responsibilities.

Interpersonal skills necessary to communicate effectively with a diverse group of important external and internal contacts in investigating and dealing with often sensitive or highly confidential matters, and to lead and…