Administrative Assistant II

Provides overall supervision of daily administrative activities performed by the department’s support staff. Keeps the director abreast of daily activities. Remains knowledgeable of the status of projects. Performs follow-up procedures on matters for the director. Manages the department’s budget. Serves as the lead for specific department-wide projects. Participates as a member of the Communications Department management team.

DUTIES: Provides general support for the director, including the handling of the department’s confidential affairs, scheduling appointments and managing the director’s calendar.  Receives, reviews, and determines the most effective and efficient methods for accomplishing all incoming work to be completed by the department’s support staff.  Approves leave requests submitted by support staff, allocates assignments to ensure adequate department clerical support, and completes performance evaluations.  Coordinates leave schedule for department, ensures completion of department’s daily attendance list and submits attendance sheets to Human Resources.  Maintains and coordinates the department’s budget and prepares related reports.  Initiates "Expense Authorization Forms" (EAFs) for director’s signature. Consults with General Services or other sources, to determine costs of items needed by the department. Requests postage checks required for AFSCME WORKS magazine.  Processes all invoices submitted by outside contractors. Also oversees completion of report listing monthly contractor usage.  Manages administrative and related support for special projects, meetings and events, including the International Convention, convention scripts and planning for staff meetings and conferences.  Coordinates delivery of office supplies and other items to and from the International Convention.  Maintains department calendar with other information regarding travel and activities of the director and relevant staff.  Schedule is maintained and published weekly for notification to the Executive Office.  Consults regularly with the professional staff to keep abreast of departmental activities which impact on the International's interests.  Provides this information to the director. Supervises all deadlines and materials related to Hudson Report process. Serves as a liaison between the department and the Executive Office on deadlines related to quarterly, union-wide departmental reports submitted to the International Executive Board. Performs related duties as required.

REQUIREMENTS:      Graduation from high school and extensive knowledge of office management and secretarial skills; or any equivalent combination of education and experience which would be acquired through the completion of an Associate's degree and five years of experience as an executive or senior office support person working in a confidential environment.  Significant supervisory experience with demonstrated ability to effectively delegate, coach and manage a support team.  Ability to multitask on a continual basis and quickly adapt to changing situations for the purpose of accomplishing results. Ability to type 65 wpm and produce information through the proficient use of MS Office software (Word, Excel, Outlook); possess a working knowledge of MS Project and MS PowerPoint, and; other database tools. Ability to compose correspondence using standard grammar and collect and analyze information. Ability to develop and use a confidential filing and retrieval system and to learn software products for daily activities. Occasional travel may be required.  Prior supervisory experience preferred.