Administrative Assistant II

Performs administrative functions in support of achieving the department's objectives. Supports an individual or group of individuals within a department by conducting work that is generally administrative or project oriented. Answers phones, researches issues, composes correspondence, monitors department expenditures, and schedules appointments and travel for department personnel. Performs data entry and data processing tasks using a variety of software systems. Follows procedures and guidelines to complete assignments. Handles confidential and sensitive material.

Education and Experience

• High school diploma or GED; 2 years’ experience as an administrative assistant or related professional area.

• Working knowledge of a full range of administrative processes typically gained through several years of experience.
• Knowledge of advanced functions of a word processing package and may require a working knowledge of other business software packages, including spreadsheet and graphics packages.

• Answers departmental telephone line(s); provides callers with responses to requests involving departmental policies, procedures or programs; directs calls to the appropriate person or takes messages. 
• Performs research to address issues and less complex questions and responds back directly to the caller. Refers unique situations or problems that cannot be clearly identified to appropriate party.
• Composes routine correspondence or documents, such as, form letters, travel itineraries or meeting agendas.
• Produces correspondence or documents composed by others, including presentations and reports with limited graphics. Process includes editing for grammar, punctuation and format.
• Processes data through a variety of administrative systems including expense reports, accounts payable, payroll, evidence for claims files, and personnel forms.
• Processes outgoing and incoming mail, including the department e-mailboxes
• Performs data entry tasks using spreadsheet or database software.
• Schedules appointments and meetings, makes travel arrangements for departmental personnel, evaluating alternatives and making decisions regarding pricing and logistical issues.
• Supports managers with file copy requests.
• Organizes and manages the paper claims files currently in the office, manages the off-site physical files, and coordinates destruction of files in conjunction with office leadership.
• Works closely with the Project Claims Coordinator in managing the office evidence process.
• Other projects as needed to support the overall smooth functioning of the office.
• Prepare meeting rooms for meetings and training with minor set up and break down.
• Manage the monthly office meeting agenda and any visual needs during the meeting.

Supervision Received

• Incumbent receives general supervision.  Instructions are received at the beginning of projects and work is generally reviewed at the completion of the project.
• The incumbent is responsible for setting priorities and establishing procedures for completing their work. Receives some guidance from their supervisor when resolving and determining the urgency level of conflicting priorities. Responsible for prioritizing some limited aspects of the work for the supervisor, such as identifying critical items when handling the mail, incoming calls and other requests. 

CRITICAL COMPETENICES

• Advocates and demonstrates continuous improvement by adjusting to new ways as conditions
• and priorities change which may include learning new skills
• Takes initiative by being a part of the solution and assisting in the resolution of issues/problems resulting from change
• Able to work with different levels of management and management styles as needed in position

• Keeps work group informed, speaks and writes clearly and concisely
• Actively listens to others recommendations while seeking clarification and offering alternatives as appropriate
• Communicates in a timely, proactive manner, receives directions and feedback well

Job Related Business Focus

• Actions support key business values of customer service, associate satisfaction and financial success
• Demonstrates pleasant, helpful and accurate service to internal and external customers
• Respects fellow associates
• Efficiently purchases and utilizes resources to produce quality products

Planning & Organizing

• Sets priorities and establishes a realistic action plan while anticipating potential issues

• Develops and follows procedures for ensuring quality, is detail‐oriented, maximizes resources,
• meets deadlines, and follows through on assignments

Problem Solving

• Identifies problems and seeks resolution through sound judgment and solid decision making skills, where appropriate
• Directs problems to higher level or applicable department for resolution

• Works well in a team environment
• Acts as a liaison with other resources/departments as appropriate
• Gives recognition, collaborates and builds trust among others, treats people fairly, equally and respectfully, promotes celebration when appropriate

Technical Expertise

• Demonstrates requisite technical expertise as defined by the position.

• Demonstrates commitment and reliability in getting the job done efficiently, timely, professionally and accurately

• Balances multiple projects simultaneously and maintains the personal, technical and
• professional skills needed to perform job duties
• Consistently strives to improve these skills and represents staff and division positively