Administrative Assistant II

Administrative Assistant II

The purpose of this position is to perform a wide variety of secretarial, complex clerical and clerical accounting duties in support of an assigned division or program; perform the more complex duties assigned to the work unit; and provide information and assistance to the public regarding Company's policies and procedures.

DISTINGUISHING CHARACTERISTICS: II

This is the full journey level class within the Administrative Assistant series. Employees within this class are distinguished from the (I level) by the performance of the full range of duties as assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from level I, or when filled from the outside, have prior experience.

Essential Functions:

30% - Perform a variety of secretarial, complex clerical, and/or accounting clerical duties in support of assigned department, division, or team. Review, research, and summarize a variety of fiscal, statistical, and other information; prepare various reports, memoranda, and correspondence.

25% - Maintain a calendar of activities, meetings, and various events for assigned staff; and schedule meetings and coordinate activities with other divisions and departments, the public, and outside agencies. Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities.

20% - Serve as liaison for the assigned area with other departments, divisions, and outside agencies; and answer questions and assist in negotiating and resolving sensitive and controversial issues. Perform a wide variety of complex clerical duties associated with automated and manual record keeping and administrative support systems; and review transactions and records in order to determine adequacy and accuracy of content

and appropriate procedures to follow.

15% - Prepare, coordinate, maintain, and distribute an inventory of supplies and equipment. Collect and account for monies and fees; input information into database; and reconcile daily cash report and petty cash fund. Prepare, document, and schedule personnel actions as assigned; serve as liaison between workers compensation cases and employees; and maintain database to track injuries.

10% - Assist in the prioritization of work assignments for clerical coworkers; provide training as necessary; provide information on office procedures; respond to and resolve inquiries; review and monitor work assignments to ensure quality and completion according to established timeliness; and recommend improvements in work flow, procedures, and use of equipment and forms.

Note Time spent on each essential function will vary based on operational needs and is only intended to be an approximation over the course of a full year. Regular and predictable attendance is an essential function in the performance of this job.

Relevant Background and Formal Education

Demonstrated skills, competencies, and knowledge required for this job are most often acquired through the following practical experience and level of academic education and training as suggested below.

Education: Equivalent to completion of the twelfth grade (high school diploma or GED).

Experience: Three years of full-time, professional experience in a related field.

Education and Experience Equivalency: One year of relevant work experience may be substituted for one year of required education (OR) one year of relevant academic coursework beyond the minimum requirement may be substituted for one year of required professional experience.

Certifications and Licenses: Must possess or be able to acquire the following certifications and/or licenses required in accordance with standards established by departmental policy. At this time, there are no required certifications and/or licenses required.

Technical Skills: Basic Skills and Knowledge: Work requires basic skills and knowledge in approaches and systems, which support the design and implementation of major programs and/or processes organization wide. Independent judgment and decision-making abilities are necessary to apply technical skills effectively.

Specialized Computer Equipment and Software: Microsoft Office.

Additional Information

Supervision Exercised: This classification requires functioning as a lead worker performing essentially the same work as those directed, and includes overseeing work quality, training, instruction, and scheduling work. Work may require the occasional direction of helpers, assistants, seasonal employees, interns or temporary employees.

Supervision Received: Receives General Direction: This classification normally performs the job by following

FLSA Status

established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Other Requirements

Competencies Required:

Human Collaboration Skills: Communications are highly sophisticated and involve final decisions or recommendations regarding policy development and implementation. Interactions with others outside the organization requires exercising participative management skills that support team efforts and quality processes.

Reading: Intermediate - Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Math: Intermediate - Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Writing: Intermediate - Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Fiscal Responsibility: This classification has no budgetary or fiscal responsibility.

Physical Demands: Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.

Machines, Tools, Equipment, and Work Aids: Computer, printer, copier, telephone, and standard office equipment.

Length- 3 months, with a potential to extend

Pay: $21.78/hour- $26.14/hour (depending upon experience)

Schedule: 8:00 AM- 5:00 PM (Mon-Fri)