Administrative Assistant II - Engineering & Environmental Services

The Administrative Assistant II provides administrative support to managers. The position performs a variety of support tasks for the office including handling confidential information and documents. Essential Functions Receives telephone and personal callers, screening those that in his/her discretion can be handled by supervisor's subordinates or by other offices Maintains supervisor's appointment calendar and occasionally makes appointments without prior clearance Arranges for conferences including space, time and participants Receives and reviews incoming correspondence, screening out those matters that can be handled personally Assists in the preparation of annual budget and provides up-to-date status reports on budget and related issues Types and edits correspondence, memoranda, reports and other documents Reviews outgoing correspondence for procedural and grammatical accuracy, conformance with general policy and factual correctness Compiles information for and writes periodic reports on activities of the work unit Provides and receives information requiring considerable judgment regarding current and specific business of the work unit Maintains and updates files in accordance with established practices Maintains a correspondence suspense system Prepares payment requests and purchasing requisitions Ensures adequate office supplies and equipment inventory for the division Other Functions Makes travel and lodging arrangements Maintains attendance records, sorts paychecks and time sheets and routes to proper location Prepares and processes all human resources actions Performs other related duties as required Work Environment And Physical Demands Required Knowledge, Skills, And Abilities MS Office proficiency, especially using Word, Excel, and PowerPoint Superior research, project/case management and administration skills; Ability to utilize and maintain a high degree of discretion, confidentiality and judgment regarding sensitive matters; Excellent verbal and written communication skills as well as interpersonal skills Superior multi-tasking skills, prioritizing projects with stringent timelines and deadlines Considerable knowledge of contemporary methods, techniques, procedures and practices in office management and office processes Knowledge of accepted standards and formats for business letters, memoranda and other documents Ability to accurately file and maintain office records Ability to prepare general correspondence on routine matters Ability to perform fact gathering and data manipulation to develop and compile various reports Ability to establish and maintain effective working relationships Minimum Education, Experience Requirements High School diploma or equivalent 3+ years administrative assistant experience