Page 1 - Good Job Description Sample - Administrative Assistant II
|39. SUMMARY STATEMENT (SEE INSTRUCTIONS)
Provide secretarial and administrative support to the Business and Finance Manager of a large central department comprised of 3 divisions and 400 employees. Secretarial duties include typing, filing and scheduling of appointments; maintenance of departmental and updating of campus-wide directories; processing of all supply orders through the on-line Purchasing and Accounts Payable System (PAC); and supervision of departmental mail services.
|40. TYPE OF SUPERVISION RECEIVED (SEE
Staff member works independently to prioritize
and complete assigned tasks. Assignments are periodically checked
for progress by the direct supervisor. Work is check and reviewed
upon request, when tasks deviate from established guidelines.
|41. HOW LONG HAVE THE DUTIES AND THE DISTRIBUTION
OF TIME BEEN SUBSTANTIALLY AS BELOW?
|ATTACH A COPY OF THE MOST RECENT ORGANIZATION CHART.|
A2. Maintain manager's calendar on Microsoft Outlook. Schedule and cancel meetings and appointments, as requested, using proper judgment as to time and location.
A3. Make travel arrangements, such as plane reservations, hotel accommodations auto rentals. Following established guidelines, process reimbursements for out-of-pocket expenses.
A4. Compose routine correspondence for the manager from general oral instructions.
A5. Proofread drafts of correspondence for correct grammar, punctuation and spelling make corrections.
A6. Create and maintain Business and Finance filing system.
||B. Administration of Directories, Supplies
B2. Update the ORION employee database for campus directory as necessary.
B3. Maintain adequate levels of department office supplies, such as stationery and business forms. Process orders using on-line PAC system.
B4. Reconcile storehouse and purchasing activity to monthly general ledger.
B5. Track inventory of departmental office equipment such as PC's monitors, printers, typewriters and calculators. Negotiate maintenance agreements and contact vendors for required repairs.
B6. Oversee operation of Xerox machines by ordering supplies, arranging for routine maintenance and contacting vendors for required repairs.
||C. Supervision of Mail Services
C2. Develop written procedures for sorting distribution of mail. Oversee and assist in prioritizing courier pick-ups and deliveries.
C3. Oversee the quarterly audit of mailing services from computerized rosters and mail code listings.
C4. Provide backup to ______ Assistant I.
|1.||Skill in reading documents written in standard English text such as administrative policy and procedure manuals.||A3, A5, B2||Required|
|2.||Skill in writing grammatically correct routine business correspondence such as brief transmittal memoranda, internal operating procedures and performance evaluations.||A4, C1, C2||Required|
|3.||Skill in editing correspondence to correct grammar, spelling and punctuation.||A5||Required|
|4.||Skill in speaking clearly and distinctly using appropriate vocabulary and grammar to obtain.||
|5.||Skill in processing online Purchasing and Accounts Payable System (PAC) orders.||B3||Preferred|
|6.||Skill in establishing and maintaining filing system.||A6||Required|
|7.||Word Processing skills to prepare business correspondence, including financial reports with speed and accuracy.||A4, A5||Required|
|8.||Knowledge of standard business letters and table formatting to prepare materials accurately.||A4, A5||Required|
|9.||Ability to exercise judgment to solve operational problems where the answer is not apparent.||All||Required|
|10.||Working knowledge of University forms and procedures sufficient to complete transactions such as travel reimbursements.||A3, B2, B3||May be
|11.||Skill in supervising clerical personnel, to include delegating responsibility, training and evaluating performance.||C1||Required|
|12.||Skill in setting priorities which accurately reflect the relative importance of job responsibilities||All||Required|
|13.||Ability to establish and maintain cooperative working relationships with staff members, subordinates and administrators.||All||Required|