Admin Assistant II

AAA•Costa Mesa, CA

2d•$23 - $30

About The Position

Admin Assistant II This position provides a wide variety of clerical and administrative support to staff of assigned department and/or management. Performs secretarial and clerical duties within established guidelines. May answer incoming telephone calls, prepare a variety of correspondence and reports, maintain office supplies, perform file/record maintenance, and make appointments. Performs work under general supervision. This is an enterprise-wide role and specific duties and estimated percents of time spent on each duty may vary depending on the department, business unit, and/or manager the employee is assigned to. For business units that are member facing, this role may also include member service transactions and notary (if applicable). Job Duties Depending on the business unit the Administrative Assistant I is assigned to, administrative duties may include preparing reports, spreadsheets and memos for department staff and/or management; composing, typing and proofing correspondence, reports and forms; balancing cash drawers; posting ledgers; resolving overages/shortages; managing Accounts Receivables, etc. May transcribe notes, as well as prepare and distribute minutes from various meetings. Answer telephone inquiries and screen or transfer calls to appropriate party. Take messages as appropriate. May also respond to routine incoming mail inquiries and receive direct visitors. Maintain office filing systems. Update and maintain records which may include databases or other computer records. May process information of a confidential or technical nature. Perform administrative duties to support the department and its staff. Duties may also include issues relating to facilities, employees, Kronos timekeeping, supplies, safety, etc. Monitor the operating condition of all office equipment. May also be responsible for monitoring inventory of office supplies and equipment. Place supply orders as necessary. Assist in performing bookkeeping duties, including tracking of payments and invoicing. May facilitate communication between office staff, field representatives, vendors, or members/customers. If the Administrative Assistant I is assigned to a member facing business unit, duties may include member service functions such as reception, call handling, etc.

Requirements

High School GED
4-6 years Office Administration
Proficiency in Microsoft Office software products, including Outlook, Word, and Excel required.
General knowledge of applicable ACSC computer programs preferred.
Moderate skill in using general office equipment required.
Moderate verbal, telephone and written communication skills required.
Moderate organizational skills required.
Requires ability to prioritize and multi-task, while maintaining a high level of detail and accuracy.
Additional business unit specific knowledge/skills/competencies requirements may apply.

Nice To Haves

Additional computer software skills such MS Project and Publisher desired.

Responsibilities

preparing reports, spreadsheets and memos for department staff and/or management
composing, typing and proofing correspondence, reports and forms
balancing cash drawers
posting ledgers
resolving overages/shortages
managing Accounts Receivables
transcribe notes, as well as prepare and distribute minutes from various meetings
Answer telephone inquiries and screen or transfer calls to appropriate party
Take messages as appropriate
respond to routine incoming mail inquiries and receive direct visitors
Maintain office filing systems
Update and maintain records which may include databases or other computer records
process information of a confidential or technical nature
Perform administrative duties to support the department and its staff
Duties may also include issues relating to facilities, employees, Kronos timekeeping, supplies, safety, etc
Monitor the operating condition of all office equipment
responsible for monitoring inventory of office supplies and equipment
Place supply orders as necessary
Assist in performing bookkeeping duties, including tracking of payments and invoicing
facilitate communication between office staff, field representatives, vendors, or members/customers
member service functions such as reception, call handling, etc