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