Administrative Assistant II

• →Manage and coordinate the day-to-day operation of a senior-level manager’s office including maintaining agency, department and employee records
• →Screen incoming calls and respond independently when possible
• →Prepare, proofread and edit correspondence, agreements, memos, presentations and spreadsheets on senior-level manager’s behalf
• →Anticipate and prepare materials needed by the senior-level manager for conferences, correspondence, appointments, meetings, telephone calls, etc.
• →Prepare agendas, notices, minutes and resolutions of meetings
• →Take and transcribe dictation as needed
• →Compose and prepare confidential correspondence and reports
• →Ensure that organizational and departmental policies and practices are followed
• →Support senior-level manager’s correspondence by reading and routing incoming mail, attaching appropriate file to correspondence to be answered by manager and filing correspondence and other confidential records
• →Arrange complex and detailed travel plans and itineraries, compile documents for travel related meetings and accompany senior-level manager as needed
• →Work with other areas of the organization to arrange programs, events or conferences including obtaining facilities and caterers, issuing information and/or invitations and coordinating speakers while working within event budget
• →Operate standard office equipment and use required software applications
• →Perform other duties and responsibilities as assigned

Knowledge of:

• Intermediate concepts, principles and practices of modern office procedures relating to record keeping, filing, use and operation of standard office equipment (computer, calculator, photocopier, facsimile, etc.)

Skill in:

• Satisfactory speed/accuracy rate of typing skills (50 net wpm) required to maintain an efficient flow of the department
• Working experience in spreadsheets, graphics, flow charting and presentation software preferred
• Operating standard office equipment and using required software applications for program area and other applications, including Microsoft Office

Ability to:

• Accurately and efficiently record and type dictation involving the normal range of business vocabulary and/or a limited range of recurring specialized terminology
• Partner with other functional areas to accomplish objectives
• Gather information, identify linkages and trends and apply findings to assignments
• Organize and prioritize multiple tasks and meet deadlines
• Communicate effectively, both orally and in writing
• Work independently as well as collaboratively within a team environment
• Provide a high level of customer service
• Establish and maintain effective working relationships at all levels of the organization

• Minimum Degree Required:
  • High school diploma or GED equivalent

~and~

• At least five years of administrative or office support experience or any equivalent combination of experience, education and/or training approved by Human Resources

• Licenses/Certifications Required at Date of Hire: None

Hours: Normal business hours, some additional hours may be required

Travel Required: Local travel may be required

Working Environment: Climate controlled office