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Administrative Assistant II

Company Valley Metro
Location Phoenix, AZ 85003
Update 5 Day ago
Apply early as this position may be removed or filled as soon as there are sufficient applicants. The Administrative Assistant II is the second level in a three level Administrative Assistant series. Positions provide a wide variety of administrative support activities for an assigned department. Typical duties include: preparing correspondence and reports, taking minutes, maintaining records and files, processing records and/or applications, and assisting with planning and implementing special events.

Minimum Qualifications & Requirements:

High School Diploma and two years of experience providing administrative support; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties such as those listed above. Bilingual (Spanish) preferred.

Background Investigation: Employment is contingent upon the results of a background check.

Position requires: Valid Arizona Driver's License.

Examples of Duties / Knowledge & Skills:

The statements listed below describe the general nature and level of work only. They are not an exhaustive list of all required responsibilities, duties, and skills. Other duties may be added, or this description amended at any time.

Schedules, participates in, and sets up meetings, which includes: preparing agendas, disseminating meeting information, scheduling conference rooms, sending out meeting reminders, taking meeting minutes, and preparing and disseminating meeting minutes.

Maintains documentation for Capital and Service Development Division utilizing the program management software Aconex.

Monitors and maintains office supplies and inventory; orders supplies and equipment within established guidelines.

Processes and reconciles invoices and prepares purchase requisitions following procurement procedures.

Prepares and/or processes a variety of correspondence, packets, and reports; disseminates information to appropriate parties.

Assists in setting up, planning, and coordinating special events or activities.

Provides customer service to the internal staff, member cities, and/or other interested parties; answers routine questions.

Maintains and/or tracks a variety of databases, records, forms, and files; retrieves and disseminates requested information to applicable individuals and/or groups.

Performs other duties of similar nature and level as assigned.

Knowledge of:
Database maintenance principles;
Inventory maintenance principles;
Proper English, spelling, and grammar principles;
Basic filing and recordkeeping principles;
Modern office procedures;
Customer service principles.

Skill in:
Maintaining databases;
Preparing a variety of business correspondence and reports;
Using computers and related software applications, advanced skill with all modules of Microsoft Office Professional (Excel, MS Word, PowerPoint, Outlook);
Basic record keeping principles and procedures;
Providing customer service;
Prioritizing work;
Performing multiple tasks simultaneously;
Entering information into a database;
Maintaining a variety of records, files, and documents;
Preparing meeting agendas and minutes;
Communicating in order to interact with coworkers, supervisor, and the general public at a level sufficient to exchange or convey information and to receive work direction.

Physical Demands / Work Environment:

Positions in this class typically require: fingering, grasping, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.