Administrative Assistant Ii

• Performs a full range of administrative support duties, typically in support of a middle-to upper-level manager.

• Facilitates work flow through a manager's office.

• Develops reports; may perform a variety of duties commensurate with this level, e.g., respond to problems similar to a Customer Service Representative, coordinate events/functions, process documents, input data and orders, department purchases; and may receive project work consistent with the skills and skill level found in the job's other work.

Duties:

• Drafts and types standard letters and memoranda from specific instructions and prepares documents for distribution.

• Maintains and updates established web sites with the assistance of basic web publishing software applications.

• May maintain databases, systems applications or files to ensure accurate and current information is available for use by others.

• Schedules meetings, coordinates travel arrangements, and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e. refreshments, etc.).

• Gathers and summarizes data from various sources in order to complete reports and special projects.

• Receives and refers visitors and telephone callers within the department, ensuring that callers reach their intended destination.

• Processes and distributes incoming and outgoing mail, interoffice messages, faxes, and voicemail messages throughout the department.

• Researches, resolves and responds to inquiries/concerns from internal and/or external customers.

• Escalates complex issues for resolution as appropriate.

• Gathers or creates and maintains records or data and distributes information as appropriate to department members or internal/external customers.

• May perform analysis of data and resolve discrepancies following prescribed procedures.

• May organize/maintain records of Supervisor's or others' projects and correspondence, following up on pending items; may facilitate/organize workflow through the supervisor's office, ensuring follow-up items are addressed.

• Creates and maintains sensitive department records; uses data to prepare letters and memoranda for supervisor's signature.

Skills:

• Ability to use standard desktop load applications such as Microsoft Office plus intranet and internet functions.

• Clerical expertise (examples: typing, collating, filing, stenography, etc.).

• Data entry/keyboarding skills. Data entry/keyboarding skills.

• Excellence in verbal and written communication forms with emphasis on persuasive communication, tact and negotiation.

• High level of attention to detail and accuracy.

• Knowledge of how to operate standard office equipment (examples: photocopier, fax machine, telephone).

• High level of discretion and ability to handle confidential and privileged information.

Education:

• Degree in Admin/Clerical discipline or equivalent experience.

• Technical degree or apprenticeship (1-2 years or equivalent)

• Miscellaneous degree or equivalent experience.

• High School or secondary diploma or equivalent