Administrative Assistant II

Administrative Assistant II

Primary Purpose

         This position will perform a variety of administrative clerical duties from  moderate to difficult and will involve making some independent judgments.  This position requires a strong “Customer Service" attitude as well as a high demand for multi-tasking. This person will be an integral part of the office staff in the Facilities and Physical Plant Department.  This person needs to be familiar with accounts payable processing. Familiarity with purchase order requisitions would be a plus.

Description of Duties and Tasks

1. Greet visitors, including employees and vendors. Open and distribute mail daily.   Prepare outgoing mail for processing.
2. The following process is a must when you receive a call regarding any type of emergency complaints requiring an emergency action, such as an elevator is not functioning properly, over flowing toilet, HVAC complaint, lights that are out.      
3. Responsible for keeping detailed records of the University wide key system. This requires maintaining a data base of information into a “key" request program.

When a person is requesting a key the request comes directly to you; the key is pulled and entered into the key information on the key program.  When a person is relocated to another location it is this positions responsibility to collect these keys from them and change the key request program.  When a person leaves the University it will be the responsibility of the Human Resources person to check the key information that was enter by the key request program from the employees computer file and to collect the keys and return them to you. You then go into the key request system, remove the person’s name and restock the key into the applicable key cabinet on the applicable key hook. This position will also maintain a “Card Key Access" program for various buildings on the university campus.     

1. Responsible for accounts payable processing. Keep updated and accurate files on receivers.   When invoices are received you will match the receivers to invoices and code with the proper account number and activity codes. After coding is complete give to Director of Operations for approval.
2. Assist with the University wide parking program under direct coordination with the Logistics Administrator. Be able to give employees parking information and hand out employee parking passes.
3. Become proficient in the Resource Scheduler program to assist with updates when necessary.
4. Maintain all elevator files in reference to the State of California and assure that all permits are kept current.  Sign off on elevator service call when elevators technician does inspections.  Report any problems to the Director of Operations immediately.
5. Maintain monthly mileage and create yearly mileage report on the University Vehicles.
6. Maintain facilities files in an orderly fashion.  Setup and purge old files as per directions for the Director of Operations.
7. Keep current inventory of all office supplies.   Responsible for ordering all supplies by preparing a Purchase Order to the supplier. Receive order and match to purchase order to make sure the P.O. is completed as ordered.
8. Keep current inventory of departmental coffee supplies. These supplies are stocked  in this immediate office area work room behind locked cabinet doors. When supplies are requested it must be on a form, signed and dated.
9. Performs other duties as assigned. 

Required Knowledge, Skills and Abilities

Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

1. Good computer skills necessary to create, and maintain Excel spreadsheets.  Set up documents and maintain file in word or any other software program required to be used by this position.  Be able to type 50 wpm.
2. Good verbal and written communications skills.  Ability to interact effectively with administration, faculty, staff, students or outside contacts
3. Ability to handle detailed-oriented assignments and be flexible with job assignments and prioritize workload in order to meet deadlines.
4. Basic math skills

Qualifications Standard

1.       Education: Any combination, training or experience that provides the required knowledge, skills and abilities to perform the duties of this job at an acceptable performance level.  High School diploma required.   

2.      Experience: 2-3   years prior office experience.

Physical Demands

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to use hands, reach with hands and arms to operate and view a PC in the performance of job duties.  The employee is regularly required to stand, sit and occasionally required to walk and stoop.  The employee must occasionally lift and /or move up to 20 pounds.  Specific vision abilities required by this job include close, distance, color and peripheral vision, depth perception, and the ability to adjust focus in order to read various forms.   

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties of the Administrative Assistant II are normally performed in a typical office setting.  Occasionally the employee is exposed to outdoor weather conditions. The noise level in this setting is usually moderate due to telephone calls, office equipment, and normal student traffic.