Administrative Assistant II

Duties

• Manages the Administration and Facilities budgets throughout the year, tracking budget to actual to ensure the department remains within budget. Responsible for the justification of any overages.
• Reviews all invoices submitted via PN3 for accuracy and correct budget coding.
• Supervises the responsibilities and work of the Customer Service Project Technician.
• Provides lease abstracting and tracking assistance to the Director. Maintains the Lease Commitment Report and lease information spreadsheets with critical dates.
• Manages lease termination dates by notifying the director three months prior to lease expiration.
• Coordinates and ensures all the field office’s monthly rents and CAM charges are paid correctly. Submits modifications for rent increases.
• Manages all leases and contracts for Administration and Facilities to ensure they are reviewed and approved by General Counsel for signature and fully executed by both parties.
• Oversees and maintains the lending library inventory of cellphones, and hot spots. Monitors and analyzes the wireless plan data allotment and current usage per user and makes recommendations for more cost effective options. Understands AT&T’s wireless options and has a working knowledge of the AT&T portal.
• Acts as initial contact/reference person for the department. Reviews and answers general correspondence for the Director and makes necessary decisions required to ensure timely accomplishment of the departments' objectives and projects as required.
• Provides oversight and management of copier database and contract tracking.
• Responsible for the programming of the front door schedules, and programming and deactivating Kastle staff badge access.
• Coordinates the Director’s schedule, follows up on open items, and handles phone calls when appropriate.
• Manages the Director’s travel arrangements and completes expense reports.
• Manages the capital budgets and tracks spending to ensure we don’t exceed the approved amount.
• Assists the Director in handling the department's confidential affairs, including employee and labor relations issues.
• Supports the Director with furniture and equipment tracking system for Headquarter and field offices.
• Reviews, modifies, approves and submits department’s weekly electronic attendance and leave requests. Tracks office calendar for employees approved leave and update as necessary.
• Sends daily email correspondence to the department notifying them of absences, vacations, or other pertinent information.
• Manages department’s attendance and works directly with Human Resources to submit weekly attendance reports.
• Performs related work as required.

Education and Experience

Graduation from high school and extensive knowledge of office management, advanced secretarial/administrative skills; or any equivalent combination of education and experience which would be acquired through the completion of an associate degree and a minimum of five (5) years’ experience as an executive or senior supervisory administrative support person working in a confidential environment that provides the following knowledge, skills and abilities:

• Supervisory experience required.
• Ability to quickly adapt to changing situations for the purpose of accomplishing results.
• Ability to create and manage budgets.
• Advanced knowledge and experience in Microsoft Office Suite/Office 365 (Word, Excel, Outlook) and SharePoint.
• Excellent calendar coordination and scheduling management.
• Ability to compose correspondence using standard grammar and collect and analyze information. Strong organizational and proofreading skills.
• Experience directing the work of others.
• Excellent organizational and leadership abilities.
• Ability to develop and use a confidential filing and retrieval system.
• Ability to manage multiple tasks and meet deadlines.
• Skilled in problem solving.
• Excellent communication skills both oral and written.
• Occasional travel may be required.
• Ability to work under tight deadlines in a high-pressure environment.
• Ability to work extended hours.

• Travel and extended work hours are required.