Administrative Assistant I-III

    • Job Tracking ID: 85347-300567
    • Job Location: Sacramento, CA
    • Job Level: Entry Level (less than 2 years)
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: 02/05/2020
    • Years of Experience: Less Than 1 Year
    • Radford Job Code: 09901
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Job Description

GENERAL JOB SUMMARY:

The Administrative Assistant provides administrative and staff support for the assigned department’s operations.  Duties include general clerical tasks of a routine nature such as: filing, typing, data entry, interoffice mail routing/deliveries and duties of a non-routine nature that may be more complex in nature such as purchase order creation, correspondence preparation and management, generating standard database reports and special administrative/research projects.

 

ESSENTIAL JOB FUNCTIONS:

Administrative Assistant ALL:

The duties and responsibilities listed below apply to all levels of Administrative Assistant. Each level of Administrative Assistant has additional duties and responsibilities listed.

  • Ensures discreet handling of all business and maintains the highest level of confidentiality

  • Manages calendar events for department manager(s) and maintains shared department calendars

  • Make copies, collate, bind and staple documents and reports, Organize and maintain appropriate filling system

  • Runs routine database reports

  • Prioritizes duties and works on several tasks simultaneously

  • Updates and tracks delegated tasks to ensure progress to deadlines

  • Format, compose, proofread and finalize internal and external correspondence including memos, letters, reports, manuals, procedures, presentations, bulletins, etc

  • Handles a variety of administrative and special project responsibilities

  • Reviews correspondence, documents, presentations, and reports prepared by others for readability, format, grammar, and spelling accuracy

  • Facilitates meetings with external visitors, from communications in advance of visit through reception and departure from KUAS

  • Assists in the coordination of work flow through staff

  • Review steps on Manufacturing Orders, and Inspection Plans for completeness and complete transactions in ERP system ensuring documentary compliance

  • Perform inspection on parts as per requirement

  • Move completed parts and tooling to proper location

  • Complies with established safety directives

  • Maintains a clean work area to ensure strict adherence to 5S Standards

  • Follows FOD (foreign object debris prevention) practices

  • Other duties and projects as assigned

 

Administrative Assistant I

  • Performs some or all of the above duties under moderate supervision.

  • May be on department project teams supporting administrative tasks and maintaining action items list and meeting minutes.

  • Prepares monthly expense reports, ensuring accurate posting of expenses and tracking of reimbursements.

  • May cross train with higher level or other department Administrative personnel to provide back-up coverage for absences and/or peak work volumes.

 

Administrative Assistant II

  • Performs duties under minimal supervision.

  • Drafts or prepares research reports or other documents as assigned.

  • Utilizes PowerPoint, Excel, and Adobe to create and modify presentations, data files, and pictures.

  • May mentor/train lower level administrative personnel within and/or across departments.

 

Administrative Assistant III

  • Performs duties independently, raising issues to manager(s) as needed.

  • Prepares & analyzes department metrics.

  • Prepares executive reports which may include various charts and graphs.

  • Oversees a variety of administrative and special project responsibilities.

  • Researches information and drafts or prepares research reports or other documents as assigned.

  • Provides administrative and logistics support to VP staff meetings; makes arrangements, records items on white boards or flip charts, prepares action item minutes.

  • Manages monthly expense reports, ensuring accurate posting of expenses and tracking of reimbursements.

  • Assists in tracking and reconciling department budgets. 

  • Assists VP in creating annual budget and quarterly forecasts.

 

Other Job Functions

  • Other duties may be assigned

 

SUPERVISORY RESPONSIBILITY:  

N/A

Experience and Skills

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:   

The knowledge, skills and abilities listed below apply to all levels of Administrative Assistant. Each level of Administrative Assistant has additional knowledge, skills and abilities listed.

  • Ability to maintain sensitive and confidential information as required by government standards

  • Ability to interact effectively with peers and supervisors

  • Ability to interact appropriately with the public when necessary

  • Ability to adhere to workplace rules

     

Administrative Assistant I

  • Effective interpersonal skills in all situations, including those that are stressful or involve sensitive and/or confidential matters.

  • Detail oriented, precise, and accurate.

  • Strong organizational skill.

  • Ability to anticipate scheduling conflicts and recommend solutions.

  • Ability to work both in a team environment and independently.

  • Familiarity with Microsoft Office applications including Outlook, Word, PowerPoint, and Excel.

  • High degree of integrity; solid judgment and initiative.

  • Excellent verbal and written communication skills and ability to interface well with other internal departments and outside contacts.

 

Administrative Assistant II

  • Ability to research and solve problems resulting from the nature of tasks assigned.

  • Proficiency with Microsoft Office applications including Outlook, Word, PowerPoint, and Excel. Access skills a plus.

  • Experience with automated business planning and control systems, MRP, etc.

  • Proficiency with Microsoft Office applications including Outlook, Word, PowerPoint, and Excel. Access and Project skills a plus.

 

Administrative Assistant III

  • Demonstrated ability to work independently with little guidance, anticipating next steps, taking initiative.

  • Exercises discretion and sound judgment and working collaboratively as a member of the team.

  • Ability to read, analyze and interpret business information, financial reports and contracts.

  • Possess a high degree of business acumen and professionalism.

  • Possess project management skills.

  • Excellent organizational skills and proven expertise in managing and mastering details. 

  • Proficient in Microsoft Office applications including Outlook, Word, PowerPoint, Project, and Access.

  • Advanced Excel skills a must.

  • Able to interact with all levels of the organization.

  • Responds well to pressure, is resourceful and efficient.

 

 

EDUCATION AND EXPERIENCE:

The education and experience listed below apply to all levels of Administrative Assistant. Each level of Administrative Assistant has additional education and experience listed.

 

Administrative Assistant I

  • High school graduate or equivalent

  • Minimum of 2 years directly related work experience

 

Administrative Assistant II

  • A.S. / A.A Degree in related field, minimum of 3 years directly related experience. **Additional experience may be considered in lieu of degree.

 

Administrative Assistant III

  • Bachelor’s Degree in Business or related field.

  • Minimum of 5 years directly related work experience. **Additional experience may be considered in lieu of degree.

 

WORK ENVIRONMENT / PHYSICAL REQUIREMENTS:

  • Office or manufacturing environment

  • Ability to stand and sit for long periods of time

  • Ability to perform repetitive motion (keyboarding, 10-key, phones)

  • Ability to lift up to 25 pounds