Administrative Assistant II

Talentify; Richland (WA); On-site; USD 42,000 - 64,000; Full time

Job summary

Mindlance in Richland, WA seeks an experienced administrative professional to provide day-to-day support under minimal supervision. You will handle confidential duties, manage records, coordinate travel, and support senior management and board communications.

The role requires strong organizational and time-management skills, excellent written and verbal communication, and the ability to manage multiple tasks with discretion.

Qualifications

• Requires high school diploma or GED with 4+ years of progressive admin experience.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion.

Responsibilities

• Maintain documents and recordkeeping to ensure compliance and easy access.
• Prepare travel authorization/expense forms and coordinate travel arrangements.
• Support management as first point of contact; answer phones, direct visitors, and schedule activities.
• Coordinate onboarding, performance appraisals, and personnel-related paperwork.

Skills

Office Administration

Confidentiality

Communication

Organizational Skills

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

Job Description

Job Description:

Under minimal supervision, perform advanced, diversified and confidential administrative duties. Provide day-to-day administrative support. Perform administrative activities on behalf of management which will include interacting with staff in the organization and with other staff. Perform secretarial and administrative duties in support of normal/department functions including word processing, record keeping and filing, arranging meetings, answering telephones, directing visitors and scheduling activities.

Principal Accountabilities

Maintain documents in accordance with recordkeeping requirements. Prepare travel authorization/expense forms and coordinate travel arrangements in accordance with travel procedures. Monitor all department personnel qualifications to ensure qualifications are properly maintained. Facilitate new department staff on-boarding (e.g. supplies, equipment, office orientation), schedule performance appraisals, and prepare personnel-related paperwork/records (e.g. SSIS, ERCS). Prepare various reports, correspondence, and presentations often of a confidential nature and for key audiences including senior management and the board. Provide office management and administrative support for the department. Receive and direct in-person and telephone inquiries, including the must-answer line, to appropriate staff in a timely and professional manner, answering all questions as able as a first point of contact. Distribute department mail and faxes daily, monitoring items of a sensitive nature (e.g. Department of Labor allegations) and alerting appropriate staff in a timely manner. Maintain office supply inventory and place special orders within budget or as approved. Coordinate department facility and equipment needs (e.g. office furniture, printers, work orders). Serve as department subject matter expert for AR system. Generate ARs, prepare weekly reports and track all actions to timely closure. Coordinate dispositioning of AR-CF CRs. Design and maintain the CF Corporate SharePoint site. Initiate contract requisitions and changes. Coordinate annual funding of all CF contracts. Serve as credit card custodian. Reconcile monthly billing. Register staff for training. Other duties as assigned.

Skills and Experience

Ability to handle sensitive and confidential information professionally and with discretion. Proficient in the use of Microsoft (i.e., Word, Excel, PowerPoint, Outlook, Access). Must have strong administrative, organizational, planning, and time management skills. Ability to handle complex projects. Ability to work under pressure and tight schedules. Perform work with minimal supervision. Must be detail oriented. Ability to be creative and participate as a valued team member. Able to solve problems, exercise good judgment, and make good decisions. Have effective communication skills, both oral and written. Must have the ability to take initiative and act independently. Good interpersonal skills. Ability to effectively interface with management/staff of various organizations and the senior management team.

Required Education and Experience

Requires a high school diploma or GED with a minimum of four years of progressive administrative experience, including leadership responsibilities and independent decision-making authority. Record of professional development to enhance the skills and knowledge for responsibilities assigned e.g., courses taken related to job enhancement or career growth). Ability to prepare documents utilizing Microsoft Office programs, and ***'s information management tools (Word, Excel, PowerPoint, and Action Tracking). Knowledge of general-to advanced office management techniques including but not limited to spelling, grammar, punctuation, and use of standard office equipment. Proper professional office etiquette.

Required Skills

Desired Skills

Degree Requirement

Certification Requirements

EEO

“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”