Administrative Assistant II

Montgomery County, OH; Kentucky; On-site; USD 42,000 - 62,000; Full time

Job summary

Montgomery County offers an Administrative Assistant II role in the Information Technology Department. You will provide comprehensive administrative support, maintain records, coordinate meetings, and assist with budgeting and vendor payments under the Director's direction.

Ideal candidates will have strong organizational skills, attention to detail, and the ability to manage multiple priorities in a professional office setting.

Qualifications

• High school diploma or equivalent with business/office coursework.
• Proficiency in Microsoft Office and business software platforms.
• Experience in professional office environment preferred.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Provide administrative, clerical, and operational support to IT department.
• Prepare agendas, materials, and minutes for the board and staff.
• Assist with budget processing, invoices, and vendor payments.
• Maintain confidential files and organizational records.
• Coordinate calendars, meetings, and special events for the Director.
• Serve as liaison between IT leadership, staff, vendors, and partners.

Skills

Verbal and written communication

Organizational skills

Time management

Multitasking / prioritization

Relationship management

Discretion / confidentiality

Education

High school diploma or equivalent with related coursework

Business administration / office management coursework

Tools

Microsoft Office

Microsoft Dynamics 365

Business systems

Data management applications

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.