Administrative Assistant II

About the role

The Administrative Assistant II provides confidential, secretarial, administrative, and clerical support, including assistance to Department/Project Management and general administrative assistance to the entire department staff. The role requires independent judgment and initiative to handle routine and semi‑routine matters. The position reports to a Department/Project Manager or other designated supervisory position.

Responsibilities

• Screens telephone calls, takes clear and complete messages and directs calls to the appropriate individual. Where appropriate, directly handles routine and semi-routine matters on behalf of Management.
• Processes correspondence by use of a word processing system. May compose routine correspondence on behalf of Management. May include graphics and require scanning images.
• Opens, sorts, and distributes departmental mail. Organizes Management's mail.
• Keeps track of Management schedules.
• Maintain ABS capital equipment computer budgets and track purchases made against budgets.
• Handle the processing of vendor invoices promptly.
• Maintain departmental salary budget and interface with Human Resources in the process of payroll changes.
• Performs non-routine clerical tasks with little supervision.
• Sets up and maintains files in a timely and organized manner.
• Makes travel arrangements (including complex international travel) as necessary.
• Make important social arrangements for entertaining clients and other outside business guests.
• Provide work direction and instruction to junior-level support staff.
• Serves in an administrative capacity on department project teams, as necessary.
• Secures and arranges for setting up of meeting rooms for department meetings or events.
• Maintains office supply inventory for the department.
• Enters time sheets weekly into the accounting system.
• May process expense reports.
• May set up projects utilizing spreadsheet software and/or database systems.
• Keeps abreast of PC business applications by maintaining contact with other administrative assistants and members of Information Management Services.
• May perform other tasks or participate in special projects as assigned by Management.

Requirements

• High School Diploma or equivalent.
• 2‒5 years of previous administrative office experience.

Skills

• Ability to develop a working knowledge of ABS Rules, Guides, statutory regulations, and related instructions, as well as the ABS Employee Safety Policy.
• Minimum intermediate-level skills in office automation software (some of which may include spreadsheets, word processing, presentation, mail/calendar/scheduler programs). Ability to learn additional programs as required.
• Excellent oral and written communication skills.
• Excellent arithmetic skills.
• Advanced level clerical and general office skills.
• Ability to handle routine and non-routine business matters in the absence of or on behalf of Management.
• Ability to simultaneously handle multiple assignments and prioritize workload accordingly.
• Demonstrated ability to interface with all levels of personnel.
• Obtain a working knowledge of the ABS Health, Safety, Quality, and Environmental Management Systems.