Administrative Assistant II (Executive Offices)

Job Summary

Administrative Assistant II (Executive Offices)

Responsible for providing a wide variety of skilled, administrative and clerical support for Officers, Managers, and/or other assigned personnel. May perform any or all of the following:

1. Responds to telephone calls for assigned personnel in a timely, cordial and professional manner and assists callers as able; checks and responds to e-mails; responds to routine questions for procedural or other routine information from members; sets up conference calls.

2. Drafts and prepares a wide variety of routine correspondence, forms, releases for members, training materials, reports and similar items ensuring correct grammar, spelling and business format using the appropriate technological equipment.

3. Maintains calendar(s) for assigned personnel and resolves scheduling conflicts expeditiously; consolidates various calendars as necessary; coordinates schedules for meetings.

4. Researches (literature, internet, and other sources) and gathers information, prepares routine and special reports, typically relating to departmental functions; drafts memos, reports and other correspondence for review.

5. Develops and maintains complete and accurate databases; gathers readily available data and prepares routine spreadsheets for review and decision machining by managers or assigned personnel.

6. Develops and maintains a working knowledge of departmental procedures.

7. Provides administrative supports to meetings, professional development programs and conferences; prepares and distributes invitations, meeting agendas and packets of information; assists with coordinating meetings, travel arrangements and accommodations; coordinates facilities and refreshments or meals; acts as liaison with those involved to ensure meetings run smoothly and to resolve problems as they arise.

8. Drafts and prepares minutes and meetings from rough notes, verbal instructions or attendance at meetings; distributes minutes to attendees and others.

9. Sets up and maintains files of information; copies, collates, sorts, faxes and files documents.

10. May serve as receptionist for an assigned area; greets visitors, notifies staff of guests’ arrival and offers refreshments.

11. Makes travel arrangements for assigned personnel, including transportation and lodging.

12. Sets up, maintains and balances various routine financial records (e.g. prepares expense reports, reviews invoices, collects and accounts for conference registration; researches questions from members or vendors relative to expense related items; balances data and develops routine reports.)

13. Cross trains in the activities of other support staff in order to fill in for absences, vacations and excessive work situations.

14. May draft signs, flyers, PowerPoint presentations, forms and other documents requiring basic knowledge appropriate software to ensure an attractive product.

Supervisory Responsibility

This position does not have formal supervisory responsibility, however the incumbent may provide instruction and guidance in procedures to less experienced staff.

Environment

The working environment is an open office that is clean and comfortable. It may include some minor annoyances such as noise, odors and drafts.

Physical Activity

In the course of performing this work, the incumbent will typically spend the majority of the time sitting, speaking and listening. May lift up to 10 lbs (e.g. office supplies, files, etc.) and access file drawers. May spend up to 50% of the time standing and walking, Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of the job.

Equipment and Software

Incumbent will operate telephone, fax, personal computer, photocopier, calculator and paper folder. Proven proficiency with Word, Outlook and Internet Explorer. Competent usage of Access, Excel, and PowerPoint. A basic knowledge of desktop publishing software may be required.

Position Requirements

A working knowledge of general office processes. Pleasant telephone skills sufficient to handle a heavy volume of calls in a positive professional, courteous manner and represent UTLA to members and others. Proficient personal computer skills to meet production needs of the job. Effective oral and written communications skills including solid grammar and spelling skills. Basic math skills to maintain/balance routine sets of data. Strong organizati…