AAII by chrstphr


									                                        GLOUCESTER COUNTY
                                          JOB DESCRIPTION

                     JOB TITLE: ADMINISTRATIVE ASSISTANT II – PQ# 0028

                                    GENERAL STATEMENT OF JOB

Under general supervision performs a wide variety of complex administrative, technical and/or fiscal
support services based on the department’s needs. Work requires extensive knowledge of
department or division operations. Employee must exercise independent judgment and initiative in
completing assignments. Employee must also exercise considerable tact and courtesy. Reports to
Department Head or other designated Supervisor.



Answers telephone and greet visitors; receives inquiries and provides information or refers inquiries to
appropriate personnel.

Responsible for complex bookkeeping/accounting functions within department; including bill paying,
budget preparation and tracking; job costing, invoicing and inventory control for department and/or

Collects information from a variety of sources and compiles data for special and periodic reports;
performs complex data entry tasks for departmental operations and/or database management.

Interprets and applies policies, procedures and guidelines.

Composes, types, copies, assembles and mails various materials associated with Department, which
requires use of a variety of computer software programs to produce; assumes responsibility for
proofreading for accuracy and correctness. Includes, but not limited to regular correspondence,
reports, newsletters, brochures, flyers, statements, etc.

Serves as coordinator/staff liaison to boards or commissions. Attends meetings; takes minutes
and makes typed copies available; prepares and types reports and statements issued.

Establishes and maintains a variety of files and records; routinely updates files and records; maintains
confidentiality of all files.

Responsible for/or assist with maintaining Department’s website.

Mail distribution and retrieval.


May supervise, orient and train others.

Performs other related work as required.

                                  MINIMUM TRAINING AND EXPERIENCE

Graduation from high school supplemented by course work in office administration, accounting or
business administration, and 3- 5 years of experience in administrative or accounting work, including
experience in office management; or any equivalent combination of education and experience which
Created 04/2004; Updated 8/2004                    1
                             ADMINISTRATIVE ASSISTANT II - PQ# 0028

provides the required knowledge, skills and abilities.. Must have comprehensive knowledge of
personal computers and commonly used Microsoft Office software products to include Outlook,
Word, Excel, Access, and Power Point.
Proficiency in additional specific software applications to be determined by the employing department
may be required.

                                         SPECIAL REQUIREMENTS

May be required to possess and maintain a valid Virginia Driver’s License; and obtain Notary

                          TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirement: Must be physically able to operate a variety of machinery and equipment
including office machines such as computers, typewriters, calculators, copiers, cellular telephones,
two-way radios, etc. Must be able to exert up to 15 pounds of force occasionally and/or a negligible
amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary
work involves sitting most of the time, but may involve walking or standing for periods of time.

Data Conception: Requires the ability to compare and/or judge the readily observable functional,
structural, or compositional characteristics (whether similar to or divergent from obvious standards) of
data, people, or things.

Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or
exchange information. Includes giving instructions, assignments and/or directions to subordinates
and assistants.

Language Ability: Requires the ability to read manuals, codes, regulations, contracts, specifications,
drawings, charts, maps, graphs, bulletins, etc. Requires the ability to prepare correspondence,
reports, budgets, letters, memos, reports, spread sheets, agendas, etc., with the proper format,
punctuation, spelling and grammar, using all parts of speech. Requires the ability to be conversant in
the theory, principles and methods of effective and persuasive speaking, voice and diction, phonetics,
and discussion and debate.

Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems,
collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical
instructions in mathematical or diagrammatic form; deal with several abstract and concrete variables.

Verbal Aptitude: Requires the ability to record and deliver information and to follow and give verbal
and written instructions. Must be able to communicate effectively in a variety of technical or
professional languages including legal, and governmental terminology.

Numerical Aptitude: Requires the ability to utilize mathematical formulas; adding and subtracting
totals; multiplying and dividing; determining percentages and decimals; understand and apply the
theories of descriptive statistics and statistical inference.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape,
visually with office equipment and recording devices.

Created 04/2004; Updated 8/200; 6/2006               2
                            ADMINISTRATIVE ASSISTANT II - PQ# 0028

Motor Coordination: Requires the ability to coordinate hands and eyes in using automated office
equipment; to operate motor vehicles.

Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs,
switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Requires the ability to differentiate colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions.
Must be adaptable to performing under moderate levels of stress when confronted with an emergency
or daily situations.

Physical Communication: Requires the ability to talk and/or hear (talking - expressing or exchanging
ideas by means of spoken words; hearing - perceiving nature of sounds by ear.) Must be able to use a
two-way radio.


Knowledge of Job: Has general knowledge of office practices and procedures, organization and
function of assigned department. Is skilled in the operation of a computer, typewriter, and other
standard office equipment. Is able to interpret policy and procedural guidelines and to resolve
problems and questions. Is able to maintain a variety of moderately complex records and to compile
reports from such records. Is able to communicate effectively in oral and written form. Is able to
exercise independent judgment, discretion and initiative in completing assignments and handling
difficult public contact situations. Is able to establish and maintain effective working relationships as
necessitated by work assignments.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities.
Exercises immediate remedial action to correct any quality deficiencies that occur in areas of
responsibility. Maintains high quality communication and interacts with all County departments and
divisions, co-workers and the general public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as
described under "Specific Duties and Responsibilities."

Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes
assigned work on or before deadlines in accordance with directives, County policy, standards and
prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical,
human and conceptual areas.

Attendance: Attends work regularly and adheres to County policies and procedures regarding
absences and tardiness. Provides adequate notice to higher management with respect to vacation
time and time-off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet
job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and
acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations
as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions
to problems or situations. Implements decisions in accordance with prescribed and effective policies
and procedures and with a minimum of errors. Seeks expert or experienced advice and researches
problems, situations and alternatives before exercising judgment.
Created 04/2004; Updated 8/200; 6/2006             3
                             ADMINISTRATIVE ASSISTANT II - PQ# 0028

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and
objectives of same. Questions such instruction and direction when clarification of results or
consequences are justified, i.e., poor communications, variance with County policy or procedures, etc.
Offers suggestions and recommendations to encourage and improve cooperation between all staff
persons and departments within the County.

Relationships with Others: Shares knowledge with supervisor and staff for mutual and County
benefit. Contributes to maintaining high morale among all County employees. Develops and maintains
cooperative and courteous relationships with department employees, staffers and managers in other
departments, representatives from organizations, and the general public so as to maintain good will
toward the County and project a good County image. Tactfully and effectively handles requests,
suggestions and complaints from other departments and persons in order to maintain good will within
the County. Interacts effectively with fellow employees, supervisor, professionals and the general

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the
completion of work in accordance with sound time-management methodology. Avoids duplication of
effort. Estimates expected time of completion of elements of work and establishes a personal
schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements
work activity in accordance with priorities and estimated schedules. Maintains a calendar for
meetings, deadlines and events.

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the
County and various regulatory agencies. Sees that the standards are not violated. Maintains a clean
and orderly workplace.

Created 04/2004; Updated 8/200; 6/2006            4

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