Administrative Assistant II

General Summary

Provides advanced administrative and clerical support to the Central Services Department to ensure efficient daily operations. This role involves coordinating departmental functions, handling sensitive and confidential information, managing office systems, and serving as a liaison between departments, vendors, and internal staff. The Administrative Assistant II is expected to work with minimal supervision and exercise independent judgment in performing assigned tasks.

Key Responsibilities And Performance Standards

• Processes purchasing documentation: reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, obtains proper signatures, and forwards for payment; and maintains files and records.
• Processes documentation pertaining to budget or general financial management: reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records; prepares bank deposits.
• Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, email, and other communications and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads various documentation; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.
• Serves as liaison between the assigned department and other departments/divisions, staff members: distributes and receives routine information; conveys information among division/department personnel; and circulates documentation to appropriate departments.
• Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; and compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records.
• Receives and sorts incoming documentation and materials: sends/receives documentation; distributes/delivers incoming faxes, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
• Performs other duties of a similar nature or level.

Qualifications

Education: High school diploma or GED equivalency. Associate’s Degree in Accounting, Business Administration or related field preferred.

Experience: Three years of clerical, administrative support, secretarial, customer service, and record management experience and/or training. A combination of education and/or work experience may be substituted for minimum requirements. 

Knowledge/Skills/Abilities:

• Considerable knowledge of modern office procedures.
• Considerable knowledge of principles and practices of accounting, finance, budgeting, and business administration.
• Knowledge of financial systems operations and generally accepted accounting practices.
• Ability to become familiar with departmental policies and procedures.
• Proficiency in report writing, bookkeeping, shorthand, and basic mathematical calculations.
• Mastery of operating standard office equipment.
• Good communication skills, both oral and written.
• Demonstrated ability to work independently.

Licensing/Certification: Depending on area of assignment, may require possession and maintenance of valid State of Georgia Notary Public certification.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.