Summary.
The Administrative Assistant II assists the Facilities and Security team with the department’s administrative activities and coordinates various administrative processes and projects. This position provides the full-range of administrative support activities for the department and has responsibility for several established and ongoing complex and/or difficult processes unique to the department in addition to general administrative support for the department.
Essential Functions
- Provide front desk coverage, including managing a busy, multi-line phone system, greeting guests who enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment
- Provide direct administrative support to leaders, including email correspondence, and generation and distribution of memos, letters, spreadsheets, forms, and templates
- Plan, organize, and schedule company meetings occurring in the office, offsite, and via video conference, creating meeting agenda, taking meeting minutes and summarize action items for attendees
- Vendor management – signing in vendors visiting the facilities for business reasons, tracking and issuing keys, access cards as necessary
- Monitoring work order ticketing system for assigned categories, and communicating action items if necessary, responding to customer requests
- Obtains equipment, services, and supplies needed by the department by maintaining an inventory of office supplies, furniture, and equipment
- Organized and maintained filing system for physical and electronic documents, ensuring accuracy confidentiality of records
- Process request, and invoices creating Purchase Orders using organizations software applications
- Handle confidential information and or documents in an organized fashion according to protocol
- Submit and reconcile agency expense report
- Completes required training and policy acknowledgements as assigned
- Performs other duties as assigned
Qualifications
- A high school diploma or the equivalent and three years of general office experience or an equivalent combination of education and general office experience is required.
- At least 2+ years in administrative experience
- Competency in Microsoft applications including Word, Excel, and Outlook
- Knowledge of file management, transcription, and other administrative procedures
- Ability to work effectively both independently and as part of a team
- Effective verbal and written communication skills
- Must have the ability to establish strong working relationships with co-workers and management
21.82 To 24.56 (USD) Hourly
