Administrative Assistant III

Administrative Assistant III

The Administrative Assistant III provides high-level administrative support to include complex and confidential functions on behalf of a department head or large department, to complete assigned tasks and projects of a complex nature.

Assigned administrative programs and projects.

May supervise or give work direction to lower level clerical personnel.

Job duties include:

• Greeting visitors, answering requests, answering phones, screening/routing callers, taking messages, and assisting in resolving routine problems and inquiries pertaining to departmental policies/procedures.
• Supervising or giving work direction to lower level clerical personnel.
• Scheduling appointments and engagements on behalf of the department, without prior clearance.
• Making arrangements and coordinating all details for meetings, conferences, and special events including catering requests, presentation materials, and equipment.
• Planning and coordinating meeting arrangements including travel and lodging and processing expense reports.
• Interpreting administrative decisions and policies to complete assigned tasks and projects of a complex nature.
• Reviewing, prioritizing, and determining actions for all incoming correspondence and mail.
• Ordering office supplies and equipment; organizing and maintaining department filing systems and other records.
• Assisting with creating, maintaining, and collecting data for reports, charts, graphs, spreadsheets, and databases.
• Assisting with monitoring and approving departmental expenditures, department budget, and account records.
• Making requests for office equipment repairs and working closely with facilities to ensure that equipment, materials, and office space are used effectively.
• Composng documents; maintaining relevant databases; updating departmental websites and related records.
• Exposing to confidential information and handling confidential matters.
• Researching, analyzing, and summarizing data for reports independently and assisting with large project coordination.
• Maintaining calendars for management.

Job requirements include:

• High school education or equivalent of three years or more of administrative support and understanding of general office procedure experience required.
• Excellent listening, oral, verbal, and written communication skills required.
• Ability to exercise discretion and independent judgment within understood policies and procedures preferred.
• Experience with standard report generation; office administrative practices and procedures required.
• Intermediate skill level or better and knowledge with using computer applications involving word processing, data entry, and/or standard report generation including: Microsoft Office Word, Excel, Access, PowerPoint, and internet search software relevant to the position required.
• Familiarity with using pivot tables and advanced formulas when working with spreadsheet and reports preferred.
• Good attention to detail skills and the ability to multitask preferred.
• Good organizational, problem solving, and time management skills a plus and preferred.
• Must be able to work in a seated position for the duration of the workday preferred.
• Must perform office tasks using simple hand grasping, fine hand manipulation, and reach associated with assigned tasks such as paperwork, computer keyboarding, filing, and calculating preferred.
• Sufficient ability to communicate through sight, hearing, and/or otherwise, to perform assigned tasks and maintain proper job safety conditions preferred.