Class Title: Administrative Assistant 2
Class Code: ADMIN ASSIST 2
Hourly: $22.09 - $29.03 |
Monthly: $3,829.71 - $5,031.42 |
Annually: $45,956.51 - $60,377.08
Benefits: Full-time
OVERVIEW:
This classification is responsible for providing administrative support activities of a routine to complex or technical nature for a department.
DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant 2 classification is distinguished from the Administrative Assistant 1 classification as the Administrative Assistant 2 classification requires more specialized knowledge to work across a department and performs more complex and technical tasks.
SUPERVISION RECEIVED:
Receives general supervision from a manager. Carries out work independently, but work and decisions are typically reviewed prior to final execution.
SUPERVISION EXERCISED:
Supervision is not a responsibility of this classification; however, provides direction and training to others.
EXAMPLES OF DUTIES:
The information provided below encompasses the typical duties and capabilities linked with this classification. Duties may include, but are not limited to the following:
- Receives reviews and processes a variety of paperwork in assigned area of responsibility, which may include contracts, work orders, invoices, and other documents.
- Responsible for file management systems; files, purges, organizes, and archives. Transitions from paper to electronic; maintains integrity of electronic file system.
- Analyzes documents, ensures accuracy and compliance with policy; enters a variety of information in databases and/or computerized systems.
- Performs various routine clerical duties including greeting the public, answering phones, taking and transmitting messages, scanning documents, ordering supplies; making photocopies, faxing documents, collating documents and information, and sorting and delivering mail.
- Compiles and maintains data for budgeting and billing purposes; processes transactions; computes or verifies data.
- Reconciles department general ledger.
- Manages contracts; coordinates with staff and vendors; develops invoices against contracts; receives and processes payments.
- Conducts research and composes correspondence and reports.
- Maintains appropriate inventory levels within assigned area of responsibility.
- Schedules and coordinates meetings and/or special events.
- Receives and maintains budget records, invoices, and receipts.
- Records meeting minutes; transcribes and disseminates.
- Maintains petty cash and monitors payments.
- Posts information to District employee website and other websites; develops and updates department or District forms.
- Acts as a Mandatory Reporter; reports incidents of child abuse/neglect.
- Performs other job-related duties as assigned.
KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:
The individual in this classification is expected to possess and exhibit the following knowledge, skills and abilities.
Strong Knowledge of:
- Policies, procedures, and practices in assigned department area;
- Office administrative processes, procedures and functions;
- Laws, rules and regulations pertaining to accounts payable;
- Maintaining filing systems, and computer data systems; and
- Basic math, spelling, English and grammar.
Skill and Ability to:
- Work independently while also able to work cooperatively with others;
- Plan, organize, prioritize, delegate and review work in order to meet schedules;
- Good listening, diplomacy, and analytical skills;
- Effectively communicate with others verbally and in writing, including by phone, e-mail, or in person;
- Ability to navigate difficult conversations or conversations with upset people while keeping rapport;
- Exercise good judgment, demonstrate initiative, and make good decisions;
- Excellent interpersonal skills, and creative problem solving;
- Computer competency in word processing, and spreadsheet applications;
- Apply District rules and policies, work with confidential information and maintain confidentiality; and
- Create a positive, constructive relationship with staff and the general public.
QUALIFICATIONS:
The following are minimum qualifications for this classification.
Education, Experience, and Training:
- High school diploma or equivalent; AND
- Two (2) years of experience in area of responsibility or general office experience; OR
- Any satisfactory combination of education, experience and training.
Licenses and Certifications
- Possession of, or ability to obtain within 30 days of hire, a valid Oregon driver’s license.
WORKING CONDITIONS:
The following are working conditions, including environmental and physical demands, required for this classification.
- Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.
- Remain in a stationary position (sitting or standing) for extended periods of time, move about the office occasionally.
- Must be able to travel to locations in, around, or outside the greater Bend area.
- Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other works accurately, loudly or quickly.
- Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.
- Making substantial movements (motions) of the wrists, hands, and/or fingers.
- Ability to have clarity of vision at 20 inches or less.
- Ability to maintain sustained concentration on computer screens; use keyboards and a variety of peripherals.
- Ability to work and maintain focus in a work environment with moderate noise (i.e., working around others making periodic phone calls or having conversations) and with frequent interruptions.
- Ability to periodically work evenings or weekends.
- Requires crouching, bending, kneeling or reaching to perform filing activities.
STATUS:
Non-Exempt
Full-Time
Benefits: Full-time
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