Administrative Assistant III - SECON - Full Time - Variable Hours

Mohawk Valley Health System•City of Utica, NY

22d•$22 - $34

About The Position

Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant III coordinates and performs a variety of confidential and complex administrative duties independently with minimal direction. The role involves handling administrative operations, communications, records, scheduling, travel, expenses, purchasing, and department support. The posting’s job summary refers to the role as Administrative Assistant II.

Requirements

High school diploma or equivalent.
5–7 years of related experience.
Proficiency in Microsoft Office products and software.

Nice To Haves

Specialized secretarial training.

Responsibilities

Coordinate and perform complex, varied administrative tasks requiring a high degree of independent action, including setting priorities and procedures.
Prepare or update correspondence, memoranda, agendas, handouts, website updates, and reports.
Record, prepare, and distribute minutes.
Maintain calendars.
Assist employees with onboarding and training, and answer operational questions within the scope of duties.
Assist with processing payroll, personnel actions, and other human-resource-related forms; ensure accurate entry of staff data and regulatory requirements.
Perform data entry and generate reports.
Organize collected information in spreadsheets and generate reports for analysis and graphical display using spreadsheets and databases.
Arrange travel logistics and coordinate schedules; complete travel advance and authorization forms.
Maintain travel records.
Schedule or arrange conferences, meetings, interviews, appointments, retreats, events, or similar activities.
Review expense reports and submit voucher forms with appropriate receipts and information for reimbursement.
Process and track documents such as invoices, payments, and requisitions; follow up on payments and reallocate purchases when necessary.
Answer phones and screen calls; independently provide information and respond to complex questions.
Greet visitors, ascertain their needs, and provide information.
Review, sort, distribute, and file materials; identify priority items and route them accordingly.
Order and maintain office and department supplies.
Answer emails and respond to routine correspondence.
May supervise assigned staff.
Perform other duties as required.