Administrative Assistant II

Montgomery County; Cincinnati (OH); On-site; USD 40,000 - 55,000; Full time

Job summary

Montgomery County is seeking an Administrative Assistant II to join the Information Technology Department in Cincinnati, OH. This role provides comprehensive administrative and clerical support under the Director of Information Technology, handling meetings, budgeting tasks, and confidential records.

You will coordinate agendas, minutes, vendor payments, and communications across the department, ensuring accurate reporting and smooth operations.

Qualifications

• High school diploma or equivalent with business administration coursework.
• 3+ years of progressively responsible administrative or clerical experience.
• Proficiency with Microsoft Office and standard business software.

Responsibilities

• Prepare, maintain, and distribute agendas, meeting materials, and official minutes.
• Assist in administration and monitoring of the IT department budget, including invoices and vendor payments.
• Answer and direct calls, respond to inquiries, and provide admin support to management.
• Coordinate contracts and related documentation, ensuring compliance with procedures.
• Maintain confidential files and handle sensitive information with discretion.
• Manage the Director of IT's calendar and scheduling priorities.
• Support department projects and initiatives as assigned.
• Coordinate meetings, conferences, appointments, and special events.

Skills

Microsoft Office proficiency

Verbal & written communication

Time management

Organizational skills

Stakeholder coordination

Education

High school diploma or equivalent with business administration coursework

Tools

Microsoft Dynamics 365

Job description

Montgomery County has an opportunity for an Administrative Assistant II. This position serves as a key member of the Information Technology Department, providing comprehensive administrative, clerical, and operational support under the general direction of the Director of Information Technology. This position requires a strong understanding of administrative procedures, exceptional organizational skills, attention to detail, and the ability to manage multiple priorities while supporting departmental operations and strategic initiatives.

Key Responsibilities

• Utilize and maintain proficiency in departmental software applications, including Microsoft Office, Microsoft Dynamics 365, and other business systems as required.
• Perform a variety of administrative and clerical duties requiring accuracy, discretion, and attention to detail.
• Prepare, maintain, and distribute agendas, meeting materials, and official minutes for the Automatic Data Processing Board.
• Assist in the administration and monitoring of the annual IT Department budget, including processing invoices, purchase requests, and vendor payments.
• Answer and direct incoming telephone calls, respond to inquiries, and provide administrative support to management and department staff.
• Collect, organize, classify, and maintain departmental records, information, and documentation.
• Prepare, edit, format, and distribute correspondence, reports, presentations, and other business documents.
• Coordinate and track contracts, agreements, and related documentation, ensuring timely follow-up and compliance with established procedures.
• Establish and maintain office procedures and administrative processes that support efficient departmental operations.
• Assist with budget reporting, billing activities, and financial record keeping.
• Maintain confidential files and sensitive information in accordance with organizational policies and applicable regulations.
• Serve as a liaison between the Director of Information Technology, department administrators, staff, vendors, and external partners to facilitate communication and collaboration.
• Coordinate meetings, conferences, appointments, and special events, including scheduling, agenda preparation, and participant notifications.
• Manage the Director of Information Technology's calendar, appointments, and scheduling priorities.
• Support department projects and initiatives as assigned.
• Perform other related duties as assigned.

Qualifications

• High school diploma or equivalent, supplemented by coursework in business administration, office management, or a related field.
• Minimum of three (3) years of progressively responsible administrative or clerical experience in a professional business or office environment.
• Proficiency with Microsoft Office applications and other standard business software platforms.
• Excellent verbal and written communication skills.
• Strong organizational, planning, and time management abilities.
• Ability to establish and maintain effective working relationships with employees, administrators, vendors, and the public.
• Demonstrated ability to manage multiple priorities and meet deadlines with minimal supervision.
• Ability to anticipate needs, exercise sound judgment, and follow through on assignments independently.
• Strong attention to detail and accuracy in record keeping, reporting, and document preparation.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency in office technology, business systems, and data management applications.