Administrative Assistant II

General Function We are looking for a proactive, highly organized professional who enjoys bringing structure and clarity to complex work. This (Insert Title) will be expected to take initiative, anticipate what needs to be done, and independently move work forward while maintaining exceptional attention to detail. A critical part of this role involves managing complex spreadsheets and budget information where data integrity, accuracy, and consistency are essential. The ideal candidate will be comfortable understanding multifaceted budget structures, monitoring financial information, identifying discrepancies, and keeping detailed records that leaders can confidently use to make informed decisions. General Functions Performs a variety of standard to moderately complex administrative and secretarial tasks, including greeting and receiving clinic patients, visitors and calls, monitoring inventory, maintaining spreadsheets, typing, filing, entering information into computer systems and purchasing in support of Department’s daily operations. Duties and Responsibilities 1. Answers phone and screens visitors; provides detailed information regarding services and explains procedures; provides advice; refers call to appropriate person if more information is needed; takes messages; responds to the more difficult inquiries and requests. 2.Assigns patients to students for treatment. Creates and maintains clinic and unit’s files; purges inactive files. 3.Assist in budget process by maintaining spreadsheets, monitoring budget, and compiling information for budget requests. 4.Monitors inventory and supplies; prepares requisitions; orders supplies based on state and college procurement guidelines. 5.Drafts a variety of correspondence and memos for supervisor’s approval; types and proofreads manuals, books, and other materials; creates forms for Department use. 6.Responds to complex inquiries and requests; serves as informational resource to faculty, staff, students and patients. 7.May create contracts and rate schedules for instructors; coordinates payments; researches and resolves discrepancies. 8.Receives data and checks for accuracy; enters information into computer system; creates, updates, and maintains computerized databases. 9. Performs a variety of administrative tasks including scheduling and maintaining calendar, making travel arrangements, scheduling and coordinating meetings, and processing time sheets and attendance reports 10. Provides clerical support for committees, special projects, and task forces. 11. Other duties as assigned. Minimum Requirements and Preferred Qualifications Requires High School diploma or GED and vocational or business training beyond high school, intermediate Microsoft Office skills to include word processing, spreadsheets, databases and graphics and 2 years of office experience. Preferred Requirements Able to speak Spanish and translate for dental clinic Spanish speaking patients. Additional Information Knowledge, Skills, Abilities and Worker Characteristics: Knowledge of standard office procedures and equipment Knowledge of computer and office applications Writing and proofreading skills Strong customer service/communication skills Ability to work with the public and with individuals from diverse backgrounds. Working Conditions: Typical office environment; infrequently lifting and carrying items up to 10 lbs.; infrequently twisting or bending at the waist or reaching overhead; infrequently traveling between buildings on campus or to other campuses; frequently listening to and talking with students, faculty and other staff members either in person or by telephone; frequently sitting at a desk or workstation using a computer display, keyboard, and mouse.

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