Administrative Assistant I/II

POSITION SUMMARY

Performs basic administrative duties under general supervision. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Responsible for basic word processing, proofreading and distribution of reports and   correspondence for the managers while maintaining confidentiality.

2. Responsible for scanning and maintaining the manager's files as well as general office files in the Authority's document management system.

3. Responsible for manager's telephone calls and messages, works with manager in maintaining timely schedule and provides reminder of commitments.

4. Schedules meetings, reserves rooms and may attend and record minutes of meetings as required.

5. Drafts correspondence and reports with any necessary back-up material for supervisor's review/approval.

6. May be responsible for coding and matching invoices and purchase requisitions and maintaining a petty cash drawer.

7. May assist manager in researching budget expenditures, reports and other numeric data.

8. May be assigned other administrative support duties for department as needed.

SUPERVISORY RESPONSIBILITIES

This position does not regularly provide work leadership or full personnel management to any employees.

FINANCIAL RESPONSIBILITY  

May assist manager in preparation of expense statements for approval. May assist in ordering office/meeting supplies and code/match invoices for weekly check processing.

QUALIFICATIONS

EDUCATION

High school diploma or GED. 

EXPERIENCE

One to two years of experience in varied secretarial duties preferred.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Texas driver's license. 

KNOWLEDGE

Basic knowledge of Microsoft Office Applications such as Word, Excel, etc., and basic mathematics. Basic knowledge of Maximo, Lawson, and MS Teams.

SKILLS AND ABILITIES

Must type 60 wpm. Ability to process and proofread reports and correspondence. Organize meetings and produce meeting minutes. Scan and organize records for records management. Draft correspondence and maintain accurate records under general supervision. Ability to communicate effectively with internal and external personnel over the phone.

GUIDANCE RECEIVED

Receives general daily supervision and uses guidelines/range of procedures. Follows direct instructions and guidelines. Problems that cannot be addressed through an existing guideline, policy, or procedure are referred to the supervisor or a more senior position. 

WORKING CONDITIONS

Duties are almost always carried out in an office environment.

TOOLS AND EQUIPMENT 

Office machines including computers, printers, scanners, calculator, copier.