The Administrative Assistant II is the second level in a three level Administrative Support series. Performs varied and complex administrative support activities. Typical duties include: coordinates a variety of administrative projects, assists with coordination of meetings, monitors and tracks budgets, coordinates facility services requests, prepares correspondence and reports, provides backup phone coverage, and maintains records and files.
EXAMPLES OF DUTIES / KNOWLEDGE & SKILLS
Prepares correspondence, revises and edits a variety of project reports.
Ensures and maintains integrity and accuracy of documents.
Prepares and/or processes a variety of correspondence, applications, packets, client notifications, and reports; disseminates information to appropriate parties.
Schedules, participates in, and sets up meetings, which includes: preparing agendas, disseminating meeting information, scheduling conference rooms, sending out meeting reminders, preparing and assembling meeting materials, taking meeting minutes, and preparing and disseminating meeting minutes.
Provides customer service to the general public, internal staff, and/or vendors, responds to inquiries, and provides information.
Performs other duties of similar nature and level as assigned.
Standard office practices and procedures, including filing and the operation of standard office equipment.
Electronic document control and records management.
Standard office computer software (Microsoft Office products).
Correct business English, including spelling, grammar and punctuation.
Record keeping principles and practices.
Customer service principles.
Performing specialized records management support work.
Preparing a variety of business correspondence and reports.
Operating office equipment, including computers and associated software.
Planning, prioritizing, organizing, and meeting changing deadlines.
Scheduling and coordinating meetings and events.
Handling confidential information with discretion.
Providing customer service.
Establishing and maintaining effective work relationships with staff, co-workers and the public.
Performing multiple tasks simultaneously.
Maintaining a variety of records, files, and documents.
Preparing meeting agendas and minutes.
Communicating in order to interact with co-workers, supervisors, and general public at a level sufficient to exchange or convey information and to receive work direction.
Contributing effectively to the accomplishment of the team or work unit goals, objectives and activities.
PHYSICAL DEMANDS / WORK ENVIRONMENT
Positions in this class typically require: fingering, grasping, talking, hearing, seeing and repetitive motions. Valley Metro complies with ADA/EEOC requirements with respect to reasonable accommodations for people with disabilities.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
MINIMUM QUALIFICATIONS & REQUIREMENTS
High School education or equivalent, some college coursework, and two (2) years of experience providing administrative support, or, an equivalent combination of education and experience sufficient to successfully perform the essential duties such as those listed above.
Must have excellent computer skills in Microsoft Office Products (Word, Outlook, Excel, and PowerPoint).
Employment is contingent upon the results of a background check.
Position may require:
Valid Arizona Driver's License
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