Administrative Assistant II

Responsibilities

• Plans and organizes the administrative workflow of an office to accomplish needs for the staff; identifies and develops databases, spreadsheets, and other records management systems.
• Handles public requests for services or information based on program and policy knowledge; resolves problems or complaints independently.
• Works closely with department director or their designee in budgeting, purchasing, and procurement of equipment, supplies, and materials for the department.
• Schedules training for new hires and continuing education for staff.
• Enters or files records of staff certifications and trainings.
• Coordinates resolution of issues with weapons and other equipment.
• Handles delegated technical functions for the department.
• Develops, drafts, compiles, and produces letters, correspondence, memoranda, minutes, notes; reports, agenda items and other materials as needed; reviews work for compliance with instructions, spelling, punctuation and basic grammar; proofreads final draft of materials.
• Reviews and verifies records and reports for correct information; processes documents based on review and verification; files and retrieves materials based on limited information and performs periodic follow-up activities.
• Screens and routes materials according to content of communications; may do research or retrieve related materials from files.
• Establishes and maintains inventory or activity records and files; initiates appropriate follow-up or further action based on the status of office activity; creates databases or other data management systems.
• Attends night meetings as necessary.
• Performs other duties as assigned.

Knowledge of the organization and functions of the department and of general policies and practices; knowledge of standard office practices, procedures, equipment and office support techniques; knowledge of business English, spelling and arithmetic; ability to read, understand and interpret difficult materials with complicated information that may contain excerpts from regulatory and/or legal documents; ability to keep office records and to prepare accurate reports from file sources;

ability to perform and organize work independently; ability to prepare effective correspondence on routine matters and to perform office management details without referral to supervisor; ability to operate standard office and computer equipment including ability to operate specialized software; ability to establish and maintain effective working relationships with associates, and the general public.

High school diploma or GED and at least 3 to 5 years of experience, or 2 years of college and/or Associate’s Degree and at least 2 to 3 years of experience. Or a combination of training and experience that provides the required knowledge, abilities, and skills to complete the essential functions and job responsibilities of this position.

Possession of an appropriate driver's license valid in the State of North Carolina. This position’s physical requirements involve sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities may be required: hearing, repetitive motion, speaking, and/or visual acuity.

Work has no exposure to environmental conditions. Work is generally in a moderately noisy location (e.g. business office with computer printers, light traffic).

The Town of Huntersville is committed to providing equal opportunities to applicants and employees without regard to race, color, age, sex (including pregnancy, gender identity and sexual orientation), gender, national origin, religion, disability, military service or veteran status, genetic information or any other classification protected by applicable Federal, State, and local laws and ordinances. In compliance with the Americans with Disabilities Act, the Town of Huntersville will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with Human Resources staff.