Administrative Assistant IPerforms administrative office support-related work for department staff and the general public. Work requires contact with middle and high-level managers. Employees at this level perform work independently on assignments; however, all unusual issues are referred to the supervisor.Administrative Assistant IIPerforms administrative office support-related work for department staff, the general public and one or more projects or specialized programs. Work requires contact with middle and high-level managers and private entities. Employees at this level establish their own work plan and priorities to meet set objectives. Issues are rarely referred to the supervisor but are handled at the occurrence.Essential Duties:Administrative Assistant IAnswers the telephone, evaluates requests, answers questions, routes messages, and/or serves as receptionist or front desk assistant.Conducts annual physical inventory; verifies inventory findings, reconciles and enters adjustments in computer system as needed.Edits correspondence, reports, forms, and documents for proper format, spelling, grammar, punctuation, typographical errors, syntax, style, sentence structure, content, and clarity.Maintains and updates office files/records/logs and suspense systems and a wide variety of automated systems in support of personnel, finance, budgeting, inventory, contracts, purchasing, and travel information.Maintains records and inventories of materials, supplies and equipment.Prepares and distributes correspondence.Receives new, retires old and records transferred equipment; witnesses and documents the disposal of retired equipment; ships obsolete equipment to a central storage area.Receives, sorts, opens, evaluates content, and distributes mail.Maintains calendars for department personnel to include scheduling meetings, coordinating and making appointments, and travel arrangements.Performs other job responsibilities as assigned.Administrative Assistant IIIncludes all required essential duties listed for Administrative Assistant I as well as:Assists in information resource planning and preparation of justification statements.Attends meetings and prepares official reports/minutes.Attends meetings with supervisor; takes notes, summarizes, and follows up on any actions that need to take place.Coordinates and tracks the progress of projects and/or specialized programs and informs supervisor or other Department officials of status.Coordinates, organizes, and composes meeting agendas.Coordinates travel services to include making travel arrangements, securing transportation and lodging services, and submitting reimbursement on the travelerandrsquo;s behalf.Performs other job responsibilities as assigned.
