Administrative Assistant II

Under general supervision, provides a variety of routine to somewhat complex clerical support, financial, and administrative duties which may include receptionist, word processing, data entry, record keeping, and filing duties in support of the organization. The incumbent provides general information and assistance to other staff, departments, and the public. This position may have specific department related duties which will be included in a detailed Position Statement.

This position is considered intermediate-level in the Administrative Assistant classification. As such, the position provides a variety of administrative and clerical support for the organization’s administrative functions at the direction of the supervisor. As experience is gained, the incumbent works more independently within established guidelines. This position level is distinguished from the Administrative Assistant I classification by a greater level of proficiency and depth of knowledge that can be applied following clear guidelines or with a higher level of independence.

At this level, guidelines are provided; however, a greater level of judgment is used to apply skills effectively.

• Possess and maintain a valid Nevada Driver License.
• The ability to pass a criminal background investigation.
• Any combination of training, education, and experience that would provide the required knowledge and abilities. A typical way to gain the required knowledge and ability is possession of a high school diploma or equivalency, two years of progressively responsible experience working in an office setting, preparing correspondence and reports, compiling data, and customer service.
• The Position Statement may include other licensing, education, and requirements that are not listed herein.

The duties listed below are examples of the work typically performed by an employee in this position. Performance of these functions is the reason the job exists. An employee may not be assigned all duties listed and may be assigned duties which are not listed below. The position may also include department-specific duties which will be included in a detailed Position Statement.

The duties listed in the Position Statement shall also be considered Essential Functions of the position.

• Answers telephones and e-mails, works in cooperation with other appropriate staff to cover phones; addresses customers who arrive at the office; provides customers routine and non-routine information, and directs them to appropriate resources, staff, and departments.
• Prepares and routes correspondence, memos, forms, reports, e-mails, and other materials from rough-draft or otherwise as generally directed by the supervisor or senior staff.
• Types and designs general correspondence, memos, charts, tables, graphs, business plans, and other similar documents; proofreads copies for spelling, grammar, and layout, and makes appropriate changes; responsible for accuracy and clarity on final copy.
• Prepares periodic and special reports and spreadsheets using databases, standard and customized software programs, and other computerized formats to meet organizational needs.
• Provides public records and appropriate information to citizens and groups, other departments and outside agencies, the media, and other requesting parties; provides and explains the appropriate use and completion of forms and documents.
• Takes minutes of official meetings and transcribes notes into finalized formats.
• Researched and compiles information needed for meetings, reports, and information requests by citizens, agencies, and other entities.
• Enters data into computer systems or databases; records, codes, and verifies information for completeness and accuracy; maintains records, compiles data, and prepares reports and summaries in conformance with predetermined policies and procedures.
• Searches files and records for information requested by staff and/or the public; sorts, categorizes, and files documents and records; maintains controls files on matters in progress; maintains and updates resource materials to aid in department efficiency and improvement.
• Produces hard-copy and electronic documents and…