Administrative Assistant II

Talentify; Edinburg (TX); On-site; USD 32,000 - 48,000; Full time

Job summary

Talentify is seeking an administrative assistant to provide routine support, organize and maintain filing systems, and assist with information dissemination. The role includes answering calls, greeting visitors, and routing inquiries to the appropriate staff.

The position also covers preparing correspondence, maintaining schedules, managing documents, and assisting in data compilation and reporting. A high school diploma and at least one year of related experience are required.

Qualifications

• High school graduation is required.
• At least 1 year of experience in administrative support.
• Knowledge of office practices and administrative procedures.
• Ability to communicate effectively and train others.

Responsibilities

• Disseminate information and maintain filing systems.
• Answer phone calls, route calls, take messages and greet visitors.
• Prepare, edit and distribute correspondence and documents.
• Maintain files and records and perform data entry.
• Schedule and confirm appointments for clients, customers or supervisors.
• Manage scheduling and event calendars.
• Set up and maintain paper or electronic filing systems.

Skills

Communication

Training others

Interpreting rules

Office software

Data entry

Education

High school diploma

Tools

Microsoft Office

Spreadsheet software

Job description

Employee performs routine administrative support or technical program assistance work. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Employee works under moderate supervision with limited latitude for the use of initiative and independent judgment and may train others.

Provides assistance answering phone calls, routing incoming calls, taking messages, greeting visitors, and directing them to the appropriate staff.

Prepares, edits, and distributes correspondence, reports, forms, and documents.

Maintains files and records.

Performs data entry.

Schedules and confirms appointments for clients, customers, or supervisors.

Maintains scheduling and event calendars.

Sets up and manages paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.

Assists in compiling statistical data and preparing various charts, graphs, and written summaries.

Completes forms in accordance with company procedures.

Orders and dispenses supplies.

Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.

Arranges conference, meeting, or travel reservations for office personnel.

May receive and review forms and applications for completeness of information.

May interpret and explain rules, regulations, policies, and procedures.

May review applications for agency services to ensure forms are filled out completely and accurately.

Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.

Composes, types, and distributes meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.

Conducts searches to find needed information, using such sources as the Internet.

May supervise other clerical staff and provide training and orientation to new staff.

Performs related work as assigned.

Graduation from high school.

One (1) year of experience in administrative support work.

Certificates, Licenses and Registration:

Must have a current valid Texas motor vehicle operator's license.

Must be able to be insured by the County's insurance carrier.

Knowledge of office practices and administrative procedures.

Skill in the use of standard office equipment and software.

Ability to implement administrative procedures.

Ability to interpret rules, regulations, policies, and procedures.

Ability to communicate effectively.

Ability to train others.