Administrative Assistant - Financial Operations

Responsibilities

• Contacts appropriate College administrative and professional staff as well as educational, community and professional resources on supervisor’s behalf to collect data and prepare specific reports.
• Utilizes spreadsheet, word processing, and appropriate technology and software to format results.
• Affords assistance to the College administrator with daily and unique issues with a high degree of accuracy, efficiency, confidentiality, and professionalism.
• Demonstrates initiative when providing assistance to the College administrator.
• Schedules, attends, and takes minutes at campus and/or college meetings or hearings as needed; prepares and distributes documents, reports, and minutes as appropriate; maintains and tracks the supervisor’s appointments for review and follow-up.
• Answers and screens telephone calls; promotes customer confidence and operations by assisting in resolving questions or issues raised, referring inquiries to appropriate areas within the college.
• Provides oversight and coordination of administrator’s schedule including meetings and other arrangements; receives and routes correspondence to appropriate entities for further action.
• Covers or assists with special events, dept-wide meetings or projects when requested.
• Supervises work of federal work study or student assistants and staff including training, assigning duties, and monitoring performance as directed.
• Aids in maintaining office supply inventory for department use; utilizes college wide computer system to enter purchase order requisitions according to established College purchasing procedures.
• Prepares, edits, and finalizes written materials such as letters, memos, correspondence, forms, contracts, and reports with direction from assigned administrator.
• Creates and maintains various college and campus lists (e.g. Outlook distributions, organizational charts, emergency lists, etc.).
• Aids in department financial operations management and implementation, including, but not limited to:
• Streamlining incoming electronic invoices/mail
• Resolving issues with vendors and reviewing statements
• Overseeing dashboard of activity in Softdocs
• Aiding department with FOIA requests/data gathering
• Scanning all department paperwork utilizing Softdocs
• Coordinating pickup/drop-offs of financial operations paperwork

Qualifications

• Knowledge of Microsoft Office and Excel
• Knowledge of College budget and accounts payable/receivable procedures
• Ability to compile and prepare data and information
• Ability to manage multiple priorities, including special projects
• Ability to maintain confidentiality, professionalism, and use sound judgment on disclosure of confidential or sensitive issues