Administrative Assistant III

Job Summary 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 - Some examples of the job duties may include: • The ideal candidate for the Administrative Assistant III position may greet visitors, answer requests, answer phones, screen/route callers, take messages, and assist in resolving routine problems and inquiries pertaining to departmental policies / procedures. • May supervise or give work direction to lower level clerical personnel. • May be responsible for scheduling appointments and engagements on behalf of the department, without prior clearance. • May make arrangements and coordinate all details for meetings, conferences and special events including catering requests, presentation materials and equipment. • May plan and coordinate meeting arrangements including travel and lodging and process expense reports. • May be responsible for interpreting administrative decisions and policies to complete assigned tasks and projects of a complex nature. • May review, prioritize and determine actions for all incoming correspondence and mail. • May order office supplies and equipment; organize and maintain department filing systems and other records. • May assist with creating, maintaining and collecting data for reports, charts, graphs, spreadsheets and databases. • May assist with monitoring and approving departmental expenditures, department budget and account records. • May make requests for office equipment repairs and work closely with facilities to ensure that equipment, materials and office space are used effectively. • May compose documents; maintain relevant databases; update departmental websites and related records. • May be exposed to confidential information and handle confidential matters. • May research, analyze and summarize data for reports independently and assist with large project coordination. • May maintain calendars for management. Job Requirements: • 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.