Administrative Assistant II

Overview

Employee performs routine administrative support or technical program assistance work. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Employee works under moderate supervision with limited latitude for the use of initiative and independent judgment and may train others. Provides assistance answering phone calls, routing incoming calls, taking messages, greeting visitors, and directing them to the appropriate staff.

• Prepares, edits, and distributes correspondence, reports, forms, and documents.
• Maintains files and records.
• Performs data entry.
• Schedules and confirms appointments for clients, customers, or supervisors.
• Maintains scheduling and event calendars.
• Sets up and manages paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Assists in compiling statistical data and preparing various charts, graphs, and written summaries.
• Completes forms in accordance with company procedures.
• Orders and dispenses supplies.
• Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Arranges conference, meeting, or travel reservations for office personnel.
• May receive and review forms and applications for completeness of information.
• May interpret and explain rules, regulations, policies, and procedures.
• May review applications for agency services to ensure forms are filled out completely and accurately.
• Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Composes, types, and distributes meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Conducts searches to find needed information, using such sources as the Internet.
• May supervise other clerical staff and provide training and orientation to new staff.
• Performs related work as assigned.

Graduation from high school. One (1) year of experience in administrative support work.

Must have a current valid Texas motor vehicle operator’s license. Must be able to be insured by the County’s insurance carrier. Knowledge of office practices and administrative procedures. Skill in the use of standard office equipment and software. Ability to implement administrative procedures. Ability to interpret rules, regulations, policies, and procedures. Ability to communicate effectively. Ability to train others.