Administrative Assistant III

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Job description

Job Title: Administrative Assistant II
Job Type: Full-Time; Contract
Location: Birmingham, AL
Schedule: 1st Shift, Monday to Friday, 7:00 AM - 4:00 PM

Job Summary:

The Administrative Assistant II provides high-level administrative support for a department or department head. This position involves handling complex and confidential tasks, managing administrative programs, and overseeing projects of a complex nature. The role may also include supervising or directing lower-level clerical staff to ensure the department's efficient operation.

Key Responsibilities:

• Greet visitors, respond to inquiries, answer phones, screen and route calls, take messages, and assist in resolving routine departmental issues and questions related to policies and procedures.

• Supervise or provide work direction to lower-level clerical personnel as needed.

• Schedule appointments and manage engagements on behalf of the department, often without prior clearance.

• Arrange and coordinate all details for meetings, conferences, and special events, including managing catering requests, preparing presentation materials, and ensuring necessary equipment is available.

• Plan travel and lodging arrangements for departmental staff, process travel expense reports.

• Interpret administrative decisions and policies to execute tasks and projects of a more complex nature.

• Review, prioritize, and determine actions for incoming mail and correspondence.

• Order office supplies and equipment, organize and maintain filing systems, and ensure departmental records are updated.

• Assist in preparing reports, spreadsheets, charts, graphs, and databases for departmental use.

• Monitor and approve departmental expenditures, assist with managing the department's budget, and maintain accurate account records.

• Coordinate office equipment repairs and collaborate with facilities to ensure efficient use of office space and materials.

• Compose documents, maintain databases, and update departmental websites and related records.

• Handle and maintain confidentiality in sensitive matters and information.

• Conduct independent research, analyze data, and compile reports, providing assistance with large project coordination.

• Manage department management's calendars and scheduling of key meetings.

Job Requirements:

• Education: High School diploma or equivalent; at least three years of administrative support experience with a solid understanding of general office procedures.

• Communication Skills: Excellent listening, oral, verbal, and written communication skills.

• Discretion: Ability to exercise discretion and independent judgment within established policies and procedures.

• Technical Skills: Proficiency in using computer applications, including Microsoft Office (Word, Excel, Access, PowerPoint) and internet search tools. Familiarity with advanced spreadsheet functions such as pivot tables and formulas is preferred.

• Attention to Detail: Strong organizational skills, attention to detail, and the ability to multitask efficiently.

• Problem-Solving: Strong problem-solving and time management skills.

• Physical Requirements: Ability to perform office tasks involving paperwork, keyboarding, filing, and simple hand grasping in a seated position for extended periods. Must have sufficient vision and hearing to communicate effectively and maintain safe working conditions.

This role requires an organized and proactive individual capable of managing various administrative duties while maintaining a high level of confidentiality and professionalism.

Pay Details: $17.10 to $22.95 per hour

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to

The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

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