Administrative Assistant II
Performs office administrative support for a department/division and its personnel. Performs secretarial functions including document preparation, expense tracking, meeting and travel planning, customer service, and other related duties. Performs customer service duties including reception activities, answering process and program-related questions, and entering and maintaining related data.
The following statements are illustrative of the duties and responsibilities of the job. The organization retains the right to modify or change the duties and responsibilities of the job at any time.
Knowledge, Skills, & Abilities:
- Receives general supervision from higher level supervisory or management personnel.
- Exercises no supervision.
- Perform customer service and reception duties for the department; provide general information as well as respond to specific customer questions requiring additional research; route inquiries appropriately for more complex matters and interpretation issues; take written messages.
- Establish, maintain, and adjust appointments, activity calendars, and work schedules for work groups and individuals.
- Make meeting and travel arrangements including communicating with agents, planners, and facilities to coordinate arrangements and ensure all plans are accurate; prepare travel vouchers and expense reports.
- Order and maintain inventory of office and other departmental supplies and equipment; track expenditures; ensure operations of office equipment through County or contracted maintenance services.
- Track and review employee timesheets and payroll information; enter payroll data into system; coordinate with Finance and/or Human Resources department, employees, and supervisors to resolve any issues; prepare and process other personnel forms.
- Track and process accounts receivable and payable for department/division; process and track billing; research and respond to related accounting issues and inquiries.
- Prepare and distribute meeting agendas, packets, and related materials; take, tape, transcribe, and distribute meeting minutes.
- Establish and maintain office filing systems, files, and records; assemble information upon request; direct other employees in file maintenance procedures.
- Prepare and proofread standardized and original documents and forms; compose original correspondence and written responses upon request and review of other staff members.
- Prepare and provide written articles and narrative for newsletters; prepare bulletins, brochures, publications, and marketing materials for departmental programs.
- Track departmental/division purchases and expenditures and prepare summary reports; determine and code account numbers; prepare and track vouchers.
- Schedule work orders, service calls, and other activities for departmental employees; maintain activity and work logs; may dispatch other employees on a regular or emergency basis.
- Administer non-complex administrative programs for the department; act as main informational contact; ensure appropriate procedures are followed; make adjustments to procedures as required and reviewed by supervisor.
- Assist with training and work monitoring of new hires, temporary workers, and other department/division administrative employees.
- Perform other duties as appropriate or necessary for performance of the job.
- Operation of standard office equipment including fax machines, copiers, and computers.
- Routine software and business applications including, but not limited to, word processing, spreadsheets, presentation software, and databases.
- Modern office practices and procedures.
- Accounting calculations including interest, percentage, decimals, and fractions.
- English language, proper grammar, punctuation, and spelling in other oral and written communication. Current business letter writing techniques and methods.
- Communicate clearly and concisely, both verbally and in writing.
- Read and comprehend department and County rules, regulations, policies, and standard operating procedures.
- Perform duties independently without close supervision.
- Provide professional customer service to clients and public.
- Maintain sensitive and confidential information.
- Follow written and verbal instructions.
- Organize material and present information clearly and concisely in verbal and written form.
- Perform typing functions within required words per minute.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- One to two years of experience as a Larimer County Administrative Assistant I, or three years experience in a directly related field or in the performance of similar duties and responsibilities.
- High School diploma or GED required, supplemented by additional secretarial or office administration coursework.