Administrative Assistant II
Request5-01:LD0320
CompanyNorth Wind Solutions
Job TypeFull Time
CityWest Valley
StateNew York
  
Job Description

Administrative Assistant II 

North Wind Solutions is seeking an Administrative Assistant II for its current project in West Valley, NY

Provides administrative/secretarial support for the department/division such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquires. 

Essential Duties and responsibilities:

HR Personnel Support

  • Assist with daily attendance/accountability logs
  • Assist in entering payroll into ATAAPS

Travel

  • Make travel arrangements for staff to include hotel, flight, and rental car reservations
  • Prepare constructive cost comparisons as required for travelers
  • Input staff’s travel authorizations as well as vouchers into Concur Government Edition (CGE – Travel management system, training will be provided to employee) Travel System for approval
  • Consolidate, file, and upload supporting documents for travelers
  • Input and assist in maintaining travel budget database 

Correspondence Support

  • Receive and transmit both electronic and hard-copy incoming and outgoing correspondence
  • Incorporate revisions, finalize and transmit correspondence, reports, and procedures
  • Process deliverables to include copying, scanning, filing, logging, and updating tracking database

Assist other administrative support staff in the records management project and associated tasking as required. Reception Support

  • Answer and effectively manage the Director’s and Deputy Director’s phones in a professional manner
  • Answer incoming phone lines and direct calls appropriately in a professional manner
  • Greet visitors and process in accordance with visitor security protocols, including log keeping and badging
  • Maintains inventory of all visitor badges at all times

Office Support

  • Record meeting notes to support IPT Teams, conferences, and meetings
  • Consolidate notes and provide summary or report to appropriate staff
  • Copy, fax, scan, file, correspondence and documents
  • Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors
  • Schedule, update and maintain conference call lines and conference room schedules
  • Calendar maintenance
  • Draft correspondence and reports
  • Track annual travel budget and expenses 

Knowledge, skills and abilities

  • Ability to create, compose and edit written materials
  • Must have experience in receptionist skills, including excellent message taking/telephone skills
  • Must have excellent time management skills
  • Database management skills.
  • Ability to gather data, compile information and prepare reports. 
  • Ability to gather and analyze statistical data and generate reports. 
  • Ability to make administrative/procedural decisions and judgments. 
  • Ability to maintain confidential records and information.
  • Word Processing and/or data entry skills.
  • Ability to understand and follow specific instructions and procedures.
  • Organizing and coordinating skills.
  • Ability to maintain calendars and schedules appointments.
  • Knowledge of supplies, equipment, and/or services ordering and inventory control.
  • Skill in the use of operating basic office equipment.
  • Ability to perform simple accounting procedures.
  • Must have professional/excellent communication skills, both written and verbal. Knowledge of grammar, spelling, capitalization and punctuation.
  • Must have positive attitude; ability to work well in a fast paced, team-oriented environment
  • Must have strong attention to detail
  • Must have and maintain skills to include:
    • Expert level Microsoft Word skills for proof reading, editing, and finalizing (page layout, setting tabs, merges, styles, formatting, table of contents, forms and inserting pictures, tables, charts and spreadsheets)
    • Expert level Excel skills (creating, maintaining and updating)
    • Expert level Powerpoint skills (creating, maintaining and updating)
    • Expert level Outlook skills (scheduling appointments, emailing, sending and tracking invites)
    • Basic level Access skills (data entry and report generation)

Required:

  • Associates degree
  • Six (6) to nine (9) years of commensurate experience in related duties and responsibilities.
Qualifications

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis.  If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline +1.208.528.8718 or e-mail hr@northwindgrp.com for assistance.

North Wind Group is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion or other legally protected status. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability.