Administrative Assistant II

Administrative Assistant II

Requirements

• High school education or equivalent.
• 5 years of executive-level secretarial experience.
• Typing 60+ wpm preferred
• Basic computer knowledge
• Ability to prioritize work
• Effective interpersonal communication skills, written/verbal
• Basic organizational skills

Responsibilities

• Preparation and dissemination of correspondence
• Types letters, memos, reports, and other types of correspondence from rough drafts or provided copy.
• Composes correspondence for supervisor/staff.
• Collects data and/or compiles information to prepare reports for department.
• Transcribes dictation and/or use shorthand.
• Prepares presentations, handouts, signs, invitations, etc. utilizing various software packages.
• Greets and directs visitors.
• Responds to associate/patient complaints, resolves problems, or directs associate/patient to appropriate parties.
• Follows up on letters and phone calls, making sure appropriate parties follow through.
• Compiles, analyzes, and summarizes data to prepare reports.
• Coordinates work or provides direction and/or guidance to others.
• Responds to correspondence not requiring supervisor’s attention.
• Monitors budget for department.
• Initiates follow up for calls, correspondence, etc., received by department.
• Answers phones for others within department and follows up on requests if able.
• Covers for other secretaries in department in their absence.
• Sets up meetings and maintains meeting schedule for supervisor and others within department.
• Arranges catering, AV requests, handouts, agendas, minutes, etc., for meetings.
• Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement.
• Administer scheduling timelines for associate entry into the time and attendance system.
• Edit and correct time and attendance entry.
• Monitor and promote compliance of associate time card approvals.
• Maintains and orders supplies.
• Prepares expense reports, check requests, petty cash reimbursement, invoice payment, and time cards for department.
• Maintains records and files within the department/unit.
• Creates and sets up filing systems for department/unit.

Preferred Qualifications

• Typing 60+ wpm preferred