Administrative Assistant II

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