Overview

The Administrative Assistant II provides administrative support for day-to-day operations and special projects exercising discretion. This position supports a Vice President.

Responsibilities

Prepares letters, forms, reports, memos, letters, invoices, financial statements and/or other documents from rough draft, dictation, handwritten notes, corrected copy or personal knowledge of the subject matter using word processing, spreadsheet, database, or presentation software
Answers phone calls, screens calls, takes and distributes messages, and directs calls to appropriate persons
Conducts research, compiles data, and prepares papers for consideration and presentation by executives, committees and boards of directors
Attends meetings to record minutes
Greets visitors and determine whether they should be given access to specific individuals
Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution
Performs general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work
Files and retrieves corporate documents, records, and reports
Sets up and manages paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material
Opens, sorts, and distributes incoming correspondence, including faxes and email
Requisitions supplies as needed
Prepares travel arrangements and maintains travel account
Coordinates calendar for VPs; schedules appointments, conferences and meetings which may involve printed material preparation, refreshment/meal coordination, or facilities support
Assists other areas with clerical and administrative needs
Operates office equipment, such as fax machines, copiers, or phone systems and arranges for repairs when equipment malfunctions
Reviews and keeps updated on CENTRA policies and procedures; notifies department of changes and policy impacts on department functionality

Qualifications

Required Education: High School Diploma / GED
Preferred Education: Associates Degree or Bachelors Degree. Coursework in business or secretarial science
Required Experience: At least five (5) years of general office experience. Excellent typing skills - emphasis on accuracy. Excellent verbal and written communication skills. Ability to multi-task and work independently. Must be highly organized. Proficient user of Microsoft Word, Excel, PowerPoint, and Outlook
Preferred Experience: Proficient user of Microsoft Access and Visio. User of Photoshop and knowledge of basic HTML. Demonstrated extraordinary customer service and public relations skills. Experience taking dictation. Basic knowledge of medical terminology
Preferred Certifications and Licensures: International Association of Administrative Professionals. Notary Public