Administrative Assistant II

The Administrative Assistant II works directly with the Director of Facilities Management and assist Facilities Management Team. Responsible for the organization and coordination of the office operations, procedures, and resources to facilitate organizational effectiveness and efficiency. Assist Director in preparing and completion of projects and operational reports in a timely manner. Performing Administrative and minor executive duties. Maintains all correspondence files. Prepares correspondences & schedules meetings. Handles routine and non-routine tasks, access to confidential information and administration of department policies and procedures. Transcribes minutes for Facilities Management. Relays messages and information from the Director to other head team members. Act as Office Manager in charge of TMS work Orders, Pest Control, Payroll, Accounts Receivable (Invoices), Purchase order request, Tube System Monitor and keeping the office running smoothly and professional.

High school diploma. Seven to ten (7-10) years of secretarial experience with at least two (2) years at the Director or Executive level, with great oral communications and functional grammar, punctuation, and spelling. Some Office Manager Experience, preferably in a fast pace environment requiring extensive interaction with others by phone and in writing is required. Personal Computer, calculator, copy machine, fax machine, P-Touch Label Printer, Telephone, Radio and Microsoft (Word, Excel, E-mail, and PowerPoint). Typing 50-65 WPM. Must be Proficiency with computers, and have strong experience with (Microsoft Email, Word, Excel, PowerPoint, word processing, spreadsheets, and scheduling) Organizational skills for maintaining and retrieving confidential and non-confidential office files. Knowledge of accounting, data and administrative management practices and procedures. Can prioritize work. Multitask oriented. Have excellent verbal and written communication skills, including strong customer service and telephone etiquette. Must have the following key competencies skills (planning, organizing, prioritizing, problem assessment, problem solving, attention to detail and accuracy, flexibility, adaptability, and teamwork. Can deal with work request issues from Doctors that need to be solved daily. Has the knowledge of using personnel principles and office management practices. Can establish and maintain relationships with other Senior Management, Co-workers, Contractors, Vendors and Senior Management Team. Manual dexterity and visual acuity necessary to utilize the PC and Calculator; visual acuity also necessary for filing and proofing; ability to sit for prolonged periods; and verbal communication and hearing ability to communicate with Vendors, Doctors, Patients, and Employees; ability to meet the attendance requirements of job.