Administrative Assistant II - General

About the role

The Administrative Assistant II for the Quality Management (QM) Department performs routine (journey-level) administrative support work in areas such as tabulating, inventory control, running reports, time recording, entering requisitions, mail processing, data entry, answering phones, preparing documents, forms, and other duties as assigned appropriate to work in the department or program.

Responsibilities

• Serves as a receptionist for the program administrative office. Answers and directs routine inquiries related to policies and procedures, records requests and redirects as needed. Communicates messages in a timely and accurate manner. Greets visitors to the program and models professional behavior.
• Typing sensitive documents maintaining strict confidentiality and routing to appropriate parties for approval. Prepares daily calendar information as requested.
• Produces, reviews and proofs correspondence, reports, purchase orders, summaries, manuals, vouchers, records and other related forms. Prepares department program reports, such as daily census, staff or individuals in care activity, other reports as required by department.
• Maintains adequate supplies for the unit. Prepares emergency orders for supplies as needed. Adequately and appropriately record and process all approved requisition purchases. Periodically requires going off campus for purchases. Makes copies, scans documents, files hard copy and electronic data as required.
• Receives, stamps, and delivers mail; maintains office equipment; retrieves packages as needed; types letters and reports for staff as needed. Performs routine clerical duties as assigned. Serves as Notary Public for the program, notarizing all pertinent documents. Acts as department notary when needed to notarize documents required.
• Prepares and submits facility work orders as needed. Follows up on work order status and maintains work order reports. Provides clear communication between the unit and maintenance department.
• Communicates and distributes all necessary information regarding department business inquiries, activities and projects to team lead or manager. Ensures communication in the department to appropriate areas (Security, Director, nursing, social services, psychiatry, etc.). Leads and assists Clerks and Administrative Assistant I's as required.

Requirements

Attends work on a regular basis and may be asked to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.

Qualifications

• At least eighteen (18) months’ experience in a professional support role.
• Two (2) years experience with use of MS Office software, especially Outlook, Word and Excel required.

Skills and Abilities

• Skilled in the use of Microsoft Office systems to include TEAMs, Outlook, Excel, Word and PowerPoint.
• Able to organize information both orally and in writing.
• Able to utilize and evaluate various databases effectively.
• Able to communicate accurately and tactfully both orally and in writing.
• Able to prioritize and manage tasks effectively, producing work on time, no or minimal errors.
• Able to effectively use automated office systems, equipment and basic computer software.

Benefits

Comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more.