Administrative Assistant I-III

    • Job Tracking ID: 85347-340082
    • Job Location: Sacramento, CA
    • Job Level: Mid Career
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: 05/10/2022
    • Years of Experience: 2 - 5 Years
    • Radford Job Code: 0991X
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Job Description

GENERAL JOB SUMMARY:

The Administrative Assistant provides administrative and staff support for the assigned department’s operations.  Duties include general clerical tasks of a routine nature such as: filing, typing, data entry, interoffice mail routing/deliveries and duties of a non-routine nature that may be more complex in nature such as purchase order creation, correspondence preparation and management, generating standard database reports and special administrative/research projects. 

ESSENTIAL JOB FUNCTIONS:

Administrative Assistant All:

The duties and responsibilities listed below apply to all levels of Administrative Assistant. Each level of Administrative Assistant has additional duties and responsibilities listed.

1.             Ensures discreet handling of all business and maintains the highest level of confidentiality.

2.             Manages calendar events for department manager(s) and maintains shared department calendars.

3.             Make copies, collate, bind and staple documents and reports, Organize and maintain appropriate filling system.

4.             Runs routine database reports.

5.             Prioritizes duties and works on several tasks simultaneously.

6.             Updates and tracks delegated tasks to ensure progress to deadlines.

7.             Format, compose, proofread and finalize internal and external correspondence including memos, letters, reports, manuals, procedures, presentations, bulletins and other workplace documents.

8.             Handles a variety of administrative and special project responsibilities.

9.             Reviews correspondence, documents, presentations, and reports prepared by others for readability, format, grammar, and spelling accuracy.

10.          Facilitates meetings with external visitors, from communications in advance of visit through reception and departure from KUAS.

11.          Assists in the coordination of work flow through staff.

12.          Other duties and projects as assigned. 

Administrative Assistant I

1.             Performs some or all of the above duties under moderate supervision.

2.             May be on department project teams supporting administrative tasks and maintaining action items list and meeting minutes.

3.             Prepares monthly expense reports, ensuring accurate posting of expenses and tracking of reimbursements.

4.             May cross train with higher level or other department Administrative personnel to provide back-up coverage for absences and/or peak work volumes. 

Administrative Assistant II

1.             Performs duties under minimal supervision.

2.             Drafts or prepares research reports or other documents as assigned.

3.             Utilizes PowerPoint, Excel, and Adobe to create and modify presentations, data files, and pictures.

4.             May mentor/train lower level administrative personnel within and/or across departments. 

Administrative Assistant III

1.             Performs duties independently, raising issues to manager(s) as needed.

2.             Prepares and analyzes department metrics; prepares executive reports which may include various charts and graphs.

3.             Expertly handles a variety of administrative and special project responsibilities.

4.             Researches information and drafts or prepares research reports or other documents as assigned.

5.             Provides administrative and logistics support to VP staff meetings; makes arrangements, records items on white boards or flip charts, prepares action item minutes.

6.             Manages monthly expense reports, ensuring accurate posting of expenses and tracking of reimbursements.

7.             Assists in tracking and reconciling department budgets. May also assist VP in creating annual budget and quarterly forecasts. 

Non-Essential Job Duties:

Other duties may be assigned 

SUPERVISORY RESPONSIBILITY:

None.

Experience and Skills

KNOWLEDGE, SKILLS & ABILITIES:

Administrative Assistant All:

The knowledge, skills and abilities listed below apply to all levels of Administrative Assistant. Each level of Administrative Assistant has additional knowledge, skills and abilities listed.

•              Ability to maintain sensitive and confidential information as required by government standards

•              Ability to interact effectively with peers and supervisors

•              Ability to interact appropriately with the public when necessary

•              Ability to adhere to workplace rules 

Administrative Assistant I

1.             Effective interpersonal skills in all situations, including those that are stressful or involve sensitive and/or confidential matters.

2.             Detail oriented, precise, and accurate.

3.             Strong organizational skill.

4.             Ability to anticipate scheduling conflicts and recommend solutions.

5.             Ability to work both in a team environment and independently.

6.             Familiarity with Microsoft Office applications including Outlook, Word, PowerPoint, and Excel.

7.             High degree of integrity; solid judgment and initiative.

8.             Excellent verbal and written communication skills and ability to interface well with other internal departments and outside contacts. 

Administrative Assistant II

1.             Ability to research and solve problems resulting from the nature of tasks assigned.

2.             Proficiency with Microsoft Office applications including Outlook, Word, PowerPoint, and Excel. Access skills a plus.

3.             Experience with automated business planning and control systems, MRP, etc…

4.             Proficiency with Microsoft Office applications including Outlook, Word, PowerPoint, and Excel. Access and Project skills a plus. 

Administrative Assistant III

1.             Demonstrated ability to work independently with little guidance, anticipating next steps, taking initiative, exercising discretion and sound judgment and working collaboratively as a member of the team.

2.             Sound decision making ability.

3.             Ability to read, analyze and interpret business information, financial reports and contracts.

4.             Possess a high degree of business acumen and professionalism.

5.             Possess project management skills.

6.             Excellent organizational skills and proven expertise in managing and mastering details. 

7.             Proficient in Microsoft Office applications including Outlook, Word, PowerPoint, Project, and Access.

8.             Advanced Excel skills a must.

9.             Able to interact with all levels of the organization.

10.          Responds well to pressure, is resourceful and efficient. 

EDUCATION AND EXPERIENCE:

Required:

Administrative Assistant I

  • High school graduate or equivalent and 2+ years directly related work experience. 

Administrative Assistant II

  • A.S./A.A Degree in related field and 3-5+ years directly related experience. Additional experience may be considered in lieu of degree. 

Administrative Assistant III

  • Bachelor’s Degree in Business or related field preferred and 5 years minimum directly related work experience. Additional experience may be considered in lieu of degree. 

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS:

  • Office environment
  • Ability to stand and sit for long periods of time
  • Ability to perform repetitive motion (keyboarding, 10-key, phones)
  • Ability to lift up to 25 pounds
  • Employee may generate, handle, manage, or work around hazardous materials and hazardous wastes. 

TRAVEL REQUIREMENTS: 

None.

Job Benefits

  • Medical
  • Dental
  • Vision
  • Tax Savings Accounts (HSA / FSA)
  • Life Insurance
  • Short Term Disability
  • Long Term Disability
  • Employee Assistance Program
  • 401k
  • Employee Stock Purchase Plan
  • PTO
  • Education Assistance Program
  • Paid Holidays
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