Administrative Assistant 2

Class Title: Administrative Assistant 2

Class Code: ADMIN ASSIST 2

Hourly: $21.56 - $28.32 | Monthly: $3736.30 - $4908.71 | Annually: $44835.62 - $58904.47

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:

1. High school diploma or equivalent; AND
2. Two (2) years of experience in area of responsibility or general office experience; OR
3. Any satisfactory combination of education, experience and training.

Licenses and Certifications

1. 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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