Job Title: Admin Associate II
Location: Clayton, NC
Pay rate: $24.87 - $36.00/hr
Work schedule: 7:00 AM - 3:00 PM, Monday - Friday
The Admin Associate II performs administrative duties of a complex and confidential nature in support of departmental or divisional activities. This role is designed to relieve a supervisor of clerical and administrative responsibilities while maintaining the overarching efficiency of departmental or divisional office operations.
Primary Responsibilities
Task Execution & Judgment: Work on assignments that are moderately complex in nature, utilizing personal judgment to resolve problems and make routine recommendations.
Mail & Document Screening: Screen and route mail and documents, determining which items to respond to independently or escalate to the supervisor based on communication content and departmental knowledge.
Records & Report Management: Organize and maintain divisional or departmental files, records, reports, and correspondence. Maintain up-to-date management and procedural manuals, directives, and related records.
Data Compilation: Compile and summarize data to assist in preparing regular and special reports requiring data analysis and evaluation. Review incoming reports for the supervisor, checking and comparing them with source documents to flag significant items, changes, errors, or omissions.
Budgetary Support: Maintain, review, and reconcile departmental or divisional budgetary records; prepare budgetary projections and recommendations based on instructions and established procedures.
Confidential Information: Process a considerable amount of confidential and sensitive information in strict support of administrative activities.
Correspondence Drafting: Prepare letters, statements, and inter-departmental memoranda explaining new or revised policies and procedures, composing documents based on personal knowledge or subject matter.
Calendar & Travel Coordination: Arrange and schedule appointments and meetings for the supervisor. Prepare necessary documents for meeting use, and attend meetings to take minutes or provide information as requested.
Liaison & Reception: Interview callers, answer questions concerning departmental or divisional activities, and transmit instructions or information to and from staff members. Serve as a liaison with internal and external agencies, making proper referrals when necessary.
Logistics & Event Leadership: Prepare materials and make arrangements for conferences and travel. Take on site or company projects as a project lead, guiding teams to completion for events such as company picnics, United Way, Angel Tree, Patient Day, Family Picnic, and Turkey Handouts.
Must Have Skills / Requirements
Technical Software Skills: Display proficiency in Microsoft Office Suite and other office applications/procedures at an intermediate to advanced level, with a demonstrated testing proficiency of 90% on the intermediate level. This includes considerable use of word processing, spreadsheet, and presentation preparation applications.
Core Competencies: Ability to prioritize workload, maintain a high level of accuracy, manage a sense of urgency for time-sensitive projects, and make the best use of time.
Interpersonal & Professional Demeanor: Excellent customer service skills, professional phone demeanor, strong attendance, and the ability to build rapport with internal and external customers.
Growth Mindset: Receptive to feedback, willing to seek guidance when an answer is not clear, willing to take on other assignments, and proactive in offering assistance to others in the department during down time. Eager to seek stretch assignments, increase skills, and learn how departmental work affects the business bottom line and interacts with other departments.
Education & Experience
Education: Broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.
Experience: Generally requires two years of related secretarial/clerical experience to acquire the skills necessary to administer office functions related to office management, communications, and budgetary/accounting activities.