Administrative Assistant II - IT Department

Rate of Pay: $17.88 - $20.38
Status: Open Until Filled

Under general direction, supports a division manager, by providing responsible and varied secretarial administrative and clerical work which may include: budget and fiscal work; contract monitoring; research; project coordination to ensure they are complete, accurate, and meet deadlines; personnel transactions; travel, training, and meeting arrangements; prioritizing correspondence, mail, and calls; preparing and/or compiling reports and correspondence for self or manager’s signature; records meetings; handles inquiries within own capacity while performing a variety of duties. Works independently in completing several administrative projects/processes.

• Classifies, codes, consolidates, and posts information for confidential or technical reports (i.e., minutes, reports, documentary files, inspections, permits and licenses, and other complicated documents) in an established filing system containing varied subject matter files; may also index and file material
• Compiles data within specific accounting area for preparation of financial reports and statements; assembles and compiles data used for preparing budgets and prepares reports
• Gathers and organizes information from various sources (i.e., index cards, logs, work orders, reports, etc.) and compiles statistical reports
• Research various records and files, retrieves and provides information according to department policy; may summarize data and prepare reports
• May interview and assist persons with public records requests and permits, reviews and verifies accuracy of information requested; explain department policy and/or code requirements
• May take dictation and transcribe memorandums, statements, reports, minutes and other material
• Types and transcribes lengthy technical, statistical, and/or financial information
• Creates forms, formats, statistical graphs, charts, and other unique typing jobs; reviews and reconstructs material for proper format, grammar, continuity, and punctuation to ensure final document is complete and accurate
• Establishes and maintains electronic document retention files to include the identification, indexing, and storage of information on appropriate mediums
• Attends meetings and conferences; takes and transcribes minutes and makes the necessary distributions
• Composes correspondence of a routine nature; revises and develops formats for forms and reports
• Collects and organizes data from various sources and prepares routine and periodic reports; may tabulate and verify totals
• Establishes and maintains a comprehensive filing system; maintains and updates office manuals
• Receives telephone calls and provides information regarding the operations and procedures of the department; refers difficult or unusual situations as needed; may perform office reception duties
• Answers difficult inquiries and customer complaints, explains functions and services of department; requests action from proper department and records action taken/results obtained
• Maintains appointment calendar and schedules appointments as instructed; advises staff of important meetings; makes travel arrangements as requested.
• Maintains time and attendance records
• Monitors office supply inventory and prepares requisitions for supplies, printing and other services
• Performs related duties as required

Preferred Qualifications:

• High school diploma or GED equivalent, plus two to three years of administrative experience or an equivalent combination of education and experience
• Excellent verbal and written communication skills
• Proficient in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint)
• Excellent interpersonal and customer service skills
• Strong understanding of clerical procedures and systems
• Ability to learn codes/procedures of assigned area, and to maintain moderately complex records
• Ability to compose and proofread correspondence and documents
• Ability to work independently

Disclaimer
Successful candidates are required to submit to drug screen & background inquiry.