Administrative Assistant II

Job Title

Duration: 3 months onsite contract Work Hours: 9 am to 5:30 pm

Job Requirements

• High School Education or equivalent preferred. • Minimum of one to two years of administrative support experience preferred. • Intermediate Microsoft Office skill level or better in Word, Excel, and PowerPoint. • Internet search skills as relevant to the position and knowledgeable with using computer applications. • Standard report generation; office administrative practices and procedures. • Skilled with meeting critical deadlines and good time management skills preferred. • Strong analytical, problem solving, basic research, and time management skills • Requires very good verbal and written communication and listening skills. • Ability to deal successfully with the public in person and over the telephone. • Flexible and willing to assist with coverage in other departments during fluctuations in volume, vacation coverage or leave of absence coverage and as required by business need and management team • Demonstrated ability to handle multiple tasks in a fast-paced environment under minimal supervision with a high attention to detail preferred. • Friendly and professional demeanor and initiative to seek improvements to processes preferred. • Good organization, discretion and independent judgment skills and ability to understand policies and procedures preferred.

Job Duties

• Planning and coordinating meeting arrangements including travel and lodging. • Calendar management of meetings and details for events and/or meetings for managers and/or for department. • Making arrangements for presentation materials and equipment and ensuring all event arrangements are handled. • Composing and producing documents, maintaining relevant databases and related records. • Updating and maintaining departmental websites. • Researching, analyzing and summarizing data for reports independently. • Assisting with department budget, process expense reports, organize and maintain department filing systems and other records. • Answering phones; route callers, take messages, respond to inquiries; greet visitors; request and provide routine information as well as handles walk-in inquiries. • Communicating effectively, screening and prioritizing incoming calls. • Ordering supplies and equipment; making requests for repairs and services; monitoring and updating inventory, budget and account records. • Problem solving routine problems and communications where the response is based on existing procedures; • Responding to inquiries on departmental policies/ procedures. May have to research information to resolve problems or issues. • Typing and proofreading documents produced by others. • Creating, maintaining and collecting data for standard reports charts, graphs, spreadsheets and databases. • Being exposed to confidential information and handling confidential matters.