Administrative Assistant II

Provides overall coordination of daily administrative activities of the Director and staff by monitoring the workflow, keeping the Director abreast of daily activities, being knowledgeable of the status of project activities and performing follow-up procedures on matters for the Director.

DUTIES: Ensures timely accomplishment of the department’s objectives and projects as required. Oversees the distribution of the department mail; refers mail to appropriate department or person. Oversees the maintenance of the departmental correspondence and request log identifying type of correspondence, subject, date, and principals. Maintains and reviews the Director’s mail, and correspondence. Ensures adequate clerical support, supervising the daily activities of subordinate staff, tracks and approves subordinates leave requests and completes work evaluations. Coordinates the collection and preparation of reports, prepares budgets and monitors budget expenditures. Initiates “Expense Authorization Forms” (EAFs) for various departmental needs. Consults with General Services or other sources, to determine costs; writes justifications for expenditures. Maintains an activity tickler file on upcoming projects and meetings. Manages the Director’s travel arrangements. Coordinates professional leave schedule with the Director. Oversees the department calendar with other information regarding travel and activities of the department. Coordinates the department’s activities at related conferences and the International Conventions. Manages logistics of meetings and conferences for which the department is responsible. Consults regularly with the professional staff to keep abreast of departmental activities which impact on the International’s interests and provides this information to the Director. Act as initial contact/reference person for the Director and will make necessary decisions required to ensure timely accomplishment of the department’s objectives and projects as required.

REQUIREMENTS: Graduation from high school with supplemental courses in word processing, database and spreadsheet software programs, and five (5) to seven (7) years office management; or any equivalent combination of education and experience. Advanced knowledge of business English, arithmetic, and modern office practices, procedures, and methods. Advanced knowledge of office equipment and word processing skills. Ability to establish and maintain effective working relationships with superiors, other employees, officials, union representatives and the general public. Ability to interpret and make sound, independent decisions in accordance with policies and procedures. Ability to maintain complex office records and prepare accurate reports from such records. Ability to understand and quickly and accurately follow written and oral instructions. Ability to quickly adapt to changing situations and accomplish the desired results. Ability to compose correspondence using correct grammar and business formats. Ability to type 65 words per minute. Skilled in the operation of word processing and computer software programs. Excellent communications and diplomacy skills are required, with particular emphasis on telephone skills. Ability to travel and work extended hours as needed.