ADMINISTRATIVE ASSISTANT II (FINANCE)

FLSA Status: Non-Exempt

Position Overview

The Administrative Assistant II provides general clerical support to the department such as drafting correspondence, scheduling appointments, organizing and maintaining files, and addressing and assisting with the needs of visitors and callers. Work is performed under the general supervision of the Director of Finance and Accounting.

Essential Job Functions

Essential duties and functions, pursuant to the Americans with Disabilities Act, May include the following. Other related duties may be assigned.

• Assists with asset and inventory tracking for the Department.
• Prepares reports, memos, letters and other documents, using word processing, spreadsheet, database, or presentation software.
• Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Operates office equipment such as fax machines, copiers, and phone systems, and computers.
• Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals.
• Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.
• Organizes and maintains paper and electronic filing systems for records, correspondence, and other material.
• Locates and attaches appropriate files to incoming correspondence requiring replies.
• Opens, reads, routes, and distributes incoming mail and other material, and prepares answers to routine letters.
• Completes forms in accordance with company procedures.
• Makes copies of correspondence and other printed material.
• Reviews work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Composes, types, and distributes meeting notes, routing correspondence, and reports.
• Performs other duties as assigned.

Knowledge, Skills and Abilities

Must posses required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology. Must be familiar with designing forms and flyers as required by the Department.
• Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of electronic equipment and computer hardware and software, including proficiency with Microsoft Word, Power Point, and Excel and knowledge of other software as needed by the Department.
• Must be able to demonstrate a typing skill of type 45 words per minute.

Education and Experience

High school diploma or equivalent. Graduate from an accredited two to four year university with coursework in clerical or business is preferred. 2-4 years prior clerical experience. An appropriate combination of coursework and experience may be substituted for experience.

Required Licenses or Certificates

Must possess a valid driver’s license.

Physical Demands and Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical requirements include occasional lifting/carrying of 10 pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting and kneeling to perform the essential functions. Working conditions are both indoors and outdoors.