Administrative Assistant II

Administrative Support Specialist

Position Overview

Provides intermediate-level administrative support and technical assistance to various departments under general supervision.

Key Responsibilities

• Perform daily office duties, including answering phones, faxing, copying, filing, processing mail, and typing.
• Process incoming, outgoing, overnight, and certified mail.
• Greet visitors and coordinate services with vendors and consultants.
• Order, distribute, and regularly inventory office supplies, food, badges, and other items.
• Complete data-entry assignments.
• Coordinate administrative processes and maintain related documents, records, and audit materials.
• Prepare, monitor, and maintain files, reports, invoices, spreadsheets, systems, and other documentation.
• Provide general administrative and receptionist support as needed.
• Schedule travel arrangements when required.
• Review and analyze assigned transactions.
• Maintain the organization and cleanliness of conference rooms, boardrooms, reception areas, kitchens, and related equipment.
• May serve as the department’s document control coordinator.
• Complete other assignments as directed by the manager.

Required Qualifications

• High school diploma or equivalent.
• 3–5 years of relevant experience.
• Working knowledge of Microsoft Office, particularly Excel and Word.
• Experience completing intermediate-level administrative, clerical, and data-entry assignments.
• Strong organizational, time-management, and prioritization skills.
• Ability to take initiative and work independently.
• Strong written and verbal communication, listening, and problem-solving skills.
• Basic reading, writing, and mathematical skills.
• Detail-oriented, punctual, dependable, and flexible.
• Ability to multitask and remain composed under pressure.
• Ability to build professional relationships and work effectively with employees at all organizational levels.
• Ability to lead scheduled safety talks and complete required ePrism safety training, depending on the assignment.