Administrative Assistant II, Charles County

University of Maryland

5d•Onsite

About The Position

Under general supervision, provides moderately complex administrative support to the Charles County faculty and staff and the Area Extension Director (AED), and has regular contact with county government. Work requires knowledge of the organizational policies and procedures, skill in performing moderately complex administrative and clerical support, and considerable participation in the work of fiscal management. This person communicates with internal and external stakeholders; volunteers, Extension Advisory Council members and county officials, and serves as the frontline contact to the office exercising considerable discretion and judgement.

Requirements

High School Diploma or GED
3 years experience providing administrative support.
Applicants may be required to complete the institution's required skills assessment to be considered. Some positions require specific skills such as word processing, spreadsheet, presentation, database, email or calendaring software, and Internet proficiency.
General knowledge of and skill in the practical application of generally accepted office practices and procedures.
Ability to communicate effective both orally and in writing.
Ability to proofread and edit written documents.
Skill in various computer software packages, such as word processing, spreadsheets, database, and presentation programs, Internet, email and calendaring software.
Ability to understand and follow oral and written instructions.
Ability to interact effectively with internal and external parties in a courteous and efficient manner.
Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.

Nice To Haves

Able to provide a high degree of organizational skill with significant attention to detail
Experience in office and budget management to include skills in performing basic math to review expenditures and reconcile accounts
Ability to communicate clearly and concisely, both orally and in writing
Ability to interact effectively with internal and external parties in a courteous and efficient manner
Ability to plan, organize, prioritize, and execute multiple and continuing assignments.
Knowledge in accounting and preparation of budgets.
Skill in various computer software packages, including Microsoft Adobe and Google (Gmail, Drive, and Calendar).
Ability to proofread and edit written documents.

Responsibilities

Provide a high level of support to the Area Extension Director in the preparation and management of the county funding, facilitating problem resolution and providing direction and instructions based on authority by the AED.
Receive and screen calls and visitors; provide requested information written or orally to clientele.
Provide coordination of overall office operation and function, including but not limited to equipment maintenance, procurement of office supplies, and communicating with the county for routine items related to office operation, maintenance, and repair.
Provide all financial related support including but not limited to paying bills, purchasing, accounting (QuickBooks and KFS), preparing budgets and other financial documents, tracking expenditures and account balances for all funded accounts.
Review requests and expenses for faculty and staff appropriated travel.
Maintain paper and electronic filing systems to meet office needs and satisfy requirements for retention and information security.
Prepare routine correspondence, forms and reports.
Receive and read incoming correspondence and information.
Provide guidance and mentoring to other office support staff.