Administrative Assistant II

Positions in this class assist a program or administrative official in carrying out a program’s administrative activities by performing a variety of administrative functions. Employees in this class may be responsible for: (1) independently organizing and implementing the administrative support for a large, complex program; or (2) serving as staff assistant in gathering, analyzing, editing and reporting information for various administrative programs and projects requiring more discretionary and evaluative judgments. This position maintains payroll records relating to rates of pay; calculates time worked, leave time, FMLA, etc…; approves time sheets for all 183 employees; tracks longevity; and other factors determining the payment of employees in the organization. Employees are responsible for interpreting and assisting in developing program policies and procedures. Work usually requires considerable organizational and analytical responsibility.

Approves staff time sheets and documents discrepancies

Prepares and maintains all personnel changes and communicates those with HR

Files and maintains DSS staff personnel files

Writes, edits or coordinates preparations of reports, correspondence & printed material for Director

Coordinates committees, organizations and meeting as directed by Director

Assists with preparation of budget documentation as directed by Director

Principle contact for administrative matters with other departments and agencies

Prepares materials for and attends Board meetings

Considerable knowledge of office techniques; ability to practice effective communication techniques both orally and in writing; considerable knowledge of effective supervisory practices and ability to plan and supervise the work of others. Ability to analyze, interpret, recommend and implement policy and procedural guidelines. Skill in organizing work flow and coordinating activities.

Completion of high school or equivalent and five years of progressively responsible secretarial or clerical/administrative experience including one year of administrative or office management experience; or completion of a two-year secretarial science or business administration program and three years of progressively responsible secretarial or clerical/administrative experience including one year of administrative or office management experience; or completion of a four-year program in a college or university preferable with major emphasis on coursework in business administration, public administration or other related field and six months of administrative or office management experience; or an equivalent combination of training and experience.

Physical Requirements: Must be physically able to operate a variety of machinery and equipment including computers, typewriters, copiers, printers, facsimile machines, calculators, postage machines, etc. Must be able to exert up to 30 pounds of force occasionally, and/or up to 15 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for Sedentary Work. Light Work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar or divergent from obvious standards) of data, people or things.

Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving instructions, assignments or directions from superiors.

Language Ability: Requires the ability to read a variety of reports, correspondence, forms, etc. Requires the ability to prepare correspondence, reports, forms, permits, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude: Requires the ability to create and utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.

Manual Dexterity: Requires the ability to handle a variety of items such as office equipment. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Requires the ability to differentiate between colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.) Must be able to communicate via a telephone.

Job Type: Full-time

Pay: $37,657.00 - $56,994.00 per year

Benefits:

Schedule:

Work Location: In person