Administrative Specialist II

This position is under review and must follow the guidelines in accordance with the respective collective bargaining agreements and/or NLRB definition of a confidential employee. This position must be reviewed in partnership with HR Consulting prior to posting. Provides administrative support to department manager or staff, such as word-processing, maintaining calendars, compiling reports, filing and answering telephones. Normally receives general direction, but works independently to meet deadlines in accordance with established guidelines and procedures.Essential Responsibilities:

Uses a variety of word-processing software to type letters, reports and presentation materials.

May compose correspondence on own initiative for supervisors review.

May include confidential information.

Maintains established databases, generates reports from such data.

May create simple spreadsheets/graphs using departmental software.

Maintains supervisor's calendar, arranges appointments, meetings and travel itineraries.

Answers telephone inquires, takes and relays messages and greets visitors.

Establishes/maintains departmental filing system.

Sorts and routes department mail.

May take/transcribe dictation, either manually or by machine, into appropriate format correcting grammar, spelling, etc.

May take minutes at a variety of meetings; distribute agenda and follow-up materials.

May track/monitor budgets, post data to ledgers. Reconciles invoices and resolves discrepancies.

May delegate work to other non-exempt personnel.

CLAUSE: Various positions are under review with a joint Management/Union review committee for appropriate Union/Non-Union status and this position may be considered a union position or may be converted to a union position at some time in the future. Should this position be determined to be union it will be returned to the bargaining unit in accordance with the Collective Bargaining Agreement.

Basic Qualifications:Experience

Minimum one (1) year administrative/secretarial or comparable experience required.

Education

High School Diploma or General Education Development (GED) required.

License, Certification, Registration

N/A

Additional Requirements:

Prior experience with software used by department.

Intermediate arithmetic, reading and writing skills.

Word-processing speed: 35 wpm required.

Strong customer service skills required to communicate with members, department clients and staff.

Must be able to work in a Labor/Management Partnership environment.

Preferred Qualifications:

Some business school/college level courses preferred.

Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.COMPANY: KAISERTITLE: Administrative Specialist IILOCATION: Pasadena, CaliforniaREQNUMBER: 898203External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.