Administrative Assistant II

Administrative Assistant II

Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. This list of responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Summary

Under general supervision, the Administrative Assistant II performs the full range of clerical, office, and secretarial support services to the Extension office. This position also performs duties to organize functions and assist with the daily activities. The product of the employee's work affects the operation of the department that may include the well being of persons that are not employed in the department.

Responsibilities

• Maintains departmental budgets and balance department line items.
• Review and prepares timesheets and related payroll documents.
• Monitors and orders office supplies.
• Maintains a variety of reports and records such as invoices and expense forms.
• Posts entries to manual or computer ledgers and journals to account for expenditures.
• Assists in preparing annual budget for the extension office.
• Assists with forecasting departmental costs.
• Prepares necessary reports and budget forms.
• Composes, types, edits and prepares various final correspondence.
• Prepares documents including letters, orders, requisitions, memoranda, reports, forms, narratives, resolutions, bulletins, invoices and training materials using a typewriter, word processor or personal computer.
• Copies and collates materials for distribution and or records storage.
• Establishes and maintains various computerized and paper files.
• Retrieves, records, logs and refiles paper and computer documents.
• Posts entries to ledgers, logs or spreadsheets to account for expenditures or receipts.
• Prepares copies of documents such as faxes, reports, letters and memoranda.
• Develops and modifies procedures and formats material for new or revised word processing applications.
• Serves as office receptionist.
• Greets and directs visitors.
• Answers, screens and directs telephone calls.
• Responds to questions pertaining to departmental policy and procedure.
• Provides instruction on the completion of forms or makes referrals to other sources of information.
• Provides general assistance to visitors and callers.
• Listens to complaints or concerns of callers or visitors.
• Records and distributes materials, documents and payments received from visitors to appropriate department personnel.
• Keeps meeting room orderly and ready for meetings.
• Performs other duties as assigned.

Education and/or Experience

Any combination of experience or training may be substituted on a year for year basis.

• Requires High School degree or equivalent.
• Completion of a secretarial or clerical program or equivalent and six months related experience OR
• Requires two years of full time experience in secretarial, office clerical or related work.

Other Qualifications, Certificates, Licenses, Registrations

• Class C driver's license.
• Bilingual may be preferred (Spanish and English).
• Notary Public may be required.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. Part-time employees who work less than 30 hours per week over the course of a year, receive some benefits on a pro-rated basis. To learn more details, visit our benefits page.