Administrative Associate II

System One, Inc.; Clayton (NC); On-site; USD 37,000 - 41,000; Full time

Job summary

System One, Inc. seeks an Administrative Associate II to perform a range of confidential administrative duties in Clayton, North Carolina. This onsite role supports department operations, handles complex tasks, budgets, and scheduling with a focus on accuracy and discretion.

You will use MS Office extensively, prepare reports, coordinate travel, and maintain organized files while providing professional service to internal and external stakeholders. Strong organizational skills are essential.

Qualifications

• Two years of post-secondary education in secretarial/clerical area or related business field.
• Two years of related secretarial/clerical experience.
• Excellent customer service skills.
• Ability to prioritize workload with a sense of urgency for time sensitive projects.
• Proficiency in Microsoft Office Suite with intermediate to advanced skills.

Responsibilities

• Perform administrative duties of a complex and confidential nature to support departmental activities and maintain office efficiency.
• Handle moderately complex assignments requiring judgment and routine recommendations.
• Use word processing, spreadsheet and presentation applications.
• Screen and route mail and documents; determine responses or escalate to supervisor as needed.
• Organize and maintain files and records; keep manuals and directives up to date.
• Compile data and assist in preparing regular and special reports; check against source documents.
• Maintain and reconcile departmental budgetary records and assist with projections.
• Process confidential information in support of administrative activities.
• Prepare letters and inter-departmental memoranda; assist with policies and procedures.
• Arrange appointments and meetings; liaise with staff and external agencies; arrange conferences and travel; may take minutes.

Skills

Microsoft Office

Customer service

Communication skills

Time management

Attention to detail

Education

Two years post-secondary education in secretarial/science or related business field

Tools

Microsoft Office Suite

Job description

Job Title: Administrative Associate II
Location: Clayton, North Carolina
Type: Contract
Compensation: $27-$30/hr
Work Model: Onsite
Hours: 8:30am-4:30pm MF

Overview
Perform administrative duties of a complex and confidential nature in support of departmental or divisional activities to relieve supervisor or clerical and administrative responsibilities and to maintain efficiency of departmental or divisional office operations.

Responsibilities

• Perform administrative duties of a complex and confidential nature in support of departmental or divisional activities to relieve supervisor or clerical and administrative responsibilities and to maintain efficiency of departmental or divisional office operations.
• Work on assignments that are moderately complex in nature and in which judgment is required in resolving problems and making routine recommendations.
• Use word processing, spreadsheet and presentation preparation applications.
• Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and knowledge of departmental programs.
• Organize and maintain divisional or departmental files or records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date management and procedural manuals, directives, and related records.
• Compile and summarize data and assist in preparing regula and special reports requiring analysis and evaluation of data; review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.
• Maintain, review and reconcile departmental or divisional budgetary records, prepare budgetary projections and recommendations based on instructions and established procedure.
• Process a considerable amount of confidential and sensitive information in support of administrative activities.
• Prepare letters and statements, a portion or all of which, may be composed or compiled on the basis of personal knowledge or subject matter; prepare inter-departmental memoranda explaining new or revised policies and procedures as necessary.
• Arrange for and schedule appointments and meetings for supervisor; interview callers; answer questions concerning departmental or divisional activities; transmit instructions and/or information to and from staff members; serve as liaison with internal and external agencies; make proper referrals as necessary; prepare materials and make arrangements for conferences and travel; prepare necessary documents for supervisor's use in meetings; may attend meetings to take minutes or provide information as requested.

Requirements

• Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post secondary education in secretarial science or a related business field.
• Work generally requires two years of related secretarial/clerical experience to acquire skills necessary to administer office functions related to office management, communications, and budgetary/accounting activities.
• Excellent customer service skills.
• Ability to build rapport with internal and external customers.
• Ability to prioritize workload. Sense of Urgency for time sensitive projects.
• Ability to seek guidance when answer is not clear.
• Receptive to feedback from others. Teamwork, Attendance, Professionalism, and Excellent Phone demeanor.
• Takes on other assignments willingly.
• Accuracy of work.
• Displays proficiency in Microsoft Office Suite and other office applications and office procedures knowledge at an intermediate to advanced level with demonstrated testing proficiency at 90% on intermediate level.
• Makes best use of time. Offers to assist others in department during down time.
• Seeks to increase skills.
• Asks for stretch assignments.
• Seeks to know the business as to how department work affects the bottom line and interacts within other departments.
• Takes on site /company projects as project lead and leads team to project completion. (i.e. company picnic, United Way, Angel Tree, Patient Day, Family Picnic, Turkey Handout, etc.)

System One, and its subsidiaries including Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

Ref: #558-Scientific