Administrative Support II

Job Summary: Under general supervision, the Administrative Support II uses intermediate skills obtained through experience and training to provide clerical support to an assigned functional unit.

Essential Duties and Responsibilities:

• Answer phones, screen incoming calls, gather routine information and direct callers to appropriate destination
• Provide general information regarding assigned functional unit to clients and co-workers
• Collect information and complete necessary forms/documentation for specified services or report formats
• Sort and file correspondence, cards, invoices, receipts or other records
• Compile data, conduct data entry, complete routine reports and maintain files for the assigned functional unit
• Proofread documents and reports
• Greet clients/visitors, screen and direct them to appropriate destination
• Type, copy, file and fax documents as needed
• Take photos of events or clients as required
• Maintain agency confidentiality and clients’ privacy
• May handle the intake of monies either in the form of admissions, memberships, donations and/or fees for services depending on assigned functional unit
• May conduct telemarketing and other fundraising functions depending on assigned functional unit
• May place and track orders for department supplies and materials
• May assist with set-up and break down of events
• May prepare materials and logistics for events and meetings
• May conduct routine research
• May schedule and maintain appointment calendars for sessions, individuals or groups
• May conduct educational tours
• May assist with the implementation of youth programs
• May lead some programs as assigned
• May establish and maintain contact with various clientele requesting Museum tours including schools, teachers and various civic organizations
• May schedule and coordinate visits and maintain records of visitors including payment and invoicing information
• May be responsible for reading and reviewing grant content and ensuring requirements are met
• May assist in gathering information for grant reporting participate in writing reports for various grants
• May participate in the planning of various events designed to increase the number of visitors to the museum
• Operate standard office equipment and use required software applications
• Perform other duties and responsibilities as assigned

Knowledge, Skills and Abilities:

Knowledge of:

• Basic concepts, principles and practices of office administration

Skill in:

• Operating standard office equipment and using required software applications for program area and other applications, including Microsoft Office
• Operating Altru may be required depending on assigned functional unit

Ability to:

• Communicate effectively, both orally and in writing
• Organize and prioritize multiple tasks and meet deadlines
• Provide a high level of customer service to both internal and external contacts
• Work independently as well as collaboratively within a team environment
• Perform detailed work consistently and accurately
• Maintain confidentiality of agency and client information

Educational/Previous Experience Requirements:

• Minimum Degree Required:

High school diploma or GED equivalent

• At least 6 months previous admin/clerical experience or 1 year preferred or any equivalent combination of experience, education and/or training approved by Human Resources

Licenses/Certifications:

• Licenses/Certifications Required at Date of Hire: None

Working Conditions:

Hours: Normal business hours, some additional hours may be required. Availability to be scheduled during normal business hours and in the evenings and/or weekends as needed.

Travel Required: None generally required

Working Environment: Climate controlled office