Administrative Assistant

TECHNICAL SKILLS

Must Have

• Intermediate-advanced computer skills: Word, Excel, and Outlook (Microsoft Office)

Nice To Have

• Having a working knowledge of how to navigate between screens on a computer

Additional Information

• Must be proficient in navigating multiple tabs on the computer as well and using dual screens. 

• Needs to be knowledgeable on using excel spreadsheets, MS Teams

Job Summary 

• The Administrative Assistant III provides high level administrative support to include complex and confidential functions on behalf of a department head or large department, to complete assigned tasks and projects of a complex nature. 

• Assigned administrative programs and projects. 

• May supervise or give work direction to lower level clerical personnel. 

Job Duties -

Some examples of the job duties may include: 

• The ideal candidate for the Administrative Assistant III position may greet visitors, answer requests, answer phones, screen/route callers, take messages, and assist in resolving routine problems and inquiries pertaining to departmental policies / procedures. 

• May supervise or give work direction to lower level clerical personnel.

• May be responsible for scheduling appointments and engagements on behalf of the department, without prior clearance. 

• May make arrangements and coordinate all details for meetings, conferences and special events including catering requests, presentation materials and equipment. 

• May plan and coordinate meeting arrangements including travel and lodging and process expense reports. 

• May be responsible for interpreting administrative decisions and policies to complete assigned tasks and projects of a complex nature. 

• May review, prioritize and determine actions for all incoming correspondence and mail. 

• May order office supplies and equipment; organize and maintain department filing systems and other records. 

• May assist with creating, maintaining and collecting data for reports, charts, graphs, spreadsheets and databases. 

• May assist with monitoring and approving departmental expenditures, department budget and account records. 

• May make requests for office equipment repairs and work closely with facilities to ensure that equipment, materials and office space are used effectively. 

• May compose documents; maintain relevant databases; update departmental websites and related records. 

• May be exposed to confidential information and handle confidential matters. 

• May research, analyze and summarize data for reports independently and assist with large project coordination. 

• May maintain calendars for management. 

Job Requirements: 

• High School Education or equivalent of three years or more of administrative support and understanding of general office procedure experience required. 

• Excellent listening, oral, verbal and written communication skills required. 

• Ability to exercise discretion and independent judgment within understood policies and procedures preferred. 

• Experience with standard report generation; office administrative practices and procedures required. 

• Intermediate skill level or better and knowledge with using computer applications involving word processing, data entry and/or standard report generation including: • Microsoft Office Word, Excel, Access, PowerPoint, and internet search software relevant to the position required. 

• Familiarity with using pivot tables and advanced formulas when working with spreadsheet and reports preferred. 

• Good attention to detail skills and the ability to multitask preferred. 

• Good organizational, problem solving and time management skills a plus and preferred.

• Must be able to work in a seated position for the duration of the workday preferred. 

• Must perform office tasks using simple hand grasping, fine hand manipulation and reach associated with assigned tasks such as paperwork, computer keyboarding, filing, and calculating preferred. 

• Sufficient ability to communicate through sight, hearing, and/or otherwise, to perform assigned tasks and maintain proper job safety conditions preferred.