Administrative Assistant II

Department:

Status:

Benefits Eligible:

Hou rs Per Week:

Schedule Details/Additional Information:

Monday through Friday 8:00-4:30

Pay Range

Major Responsibilities
Preparation and dissemination of correspondence

• Types letters, memos, reports, and other types of correspondence from rough drafts or provided copy.
• Composes correspondence for supervisor/staff.
• Collects data and/or compiles information to prepare reports for department.
• Transcribes dictation and/or use shorthand.
• Prepares presentations, handouts, signs, invitations, etc. utilizing various software packages.

Representation of the system in communication with associates, customers, and outside callers

• Greets and directs visitors.
• Responds to associate/patient complaints, resolves problems, or directs associate/patient to appropriate parties.
• Follows up on letters and phone calls, making sure appropriate parties follow through

Performance of diversified administrative and secretarial work in support of the department.

• Compiles, analyzes, and summarizes data to prepare reports.
• Coordinates work or provides direction and/or guidance to others.
• Responds to correspondence not requiring supervisor's attention.
• Monitors budget for department.
• Initiates follow up for calls, correspondence, etc., received by department.
• Answers phones for others within department and follows up on requests if able.
• Covers for other secretaries in department in their absence.

Coordination of Supervisor's schedule.

• Sets up meetings and maintains meeting schedule for supervisor and others within department.
• Arranges catering, AV requests, handouts, agendas, minutes, etc., for meetings.
• Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement.
• Supervision of minor department expenses.
• Maintains and orders supplies.
• Prepares expense reports, check requests, petty cash reimbursement, invoice