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