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