Administrative Assistant

FLSA Status: Hourly
Department: Business Services
Classification: Support Staff
Reports To: Vice President / Chief Financial Officer
Prepared By: Human Resources
Revised Date: May 20, 2009

Summary

This position’s primary function is to provide organizational and clerical support to the Vice President / Chief Financial Officer. Also assists Controller on an as needed basis.

Expectations of Employee

  • Adheres to College Policy and Procedures
  • Acts as a role model within and outside the College
  • Performs Duties as workload necessitates
  • Maintains a positive and respectful attitude
  • Communicates regularly with supervisor about Department issues
  • Demonstrates flexible and efficient time management and ability to prioritize workload
  • Consistently reports to work on time prepared to perform duties of position
  • Meets Department productivity standards

Essential Duties and Responsibilities

include the following. Other duties may be assigned.

  • Daily:
    • Open the office at 8:00 a.m. sharp
    • Process all mail for the office
    • Screen incoming calls and correspondence and respond independently when possible
    • Enter all checks received into Check Log
    • Maintain CFO files
  • Other:
    • Maintain College’s General Liability program (Vehicle, Property, Liability, Worker’s Comp, D&O liability, etc.). Complete renewal/new applications each year. Report all claims in a timely manner. Assist agency in investigation of incidents/accidents, etc. Maintain all related spreadsheets. Note: The administration of claims for worker’s comp is the responsibility of the Director of Human Resources. Loss information is reported to CFO on an annual basis.
  • Maintain accounting for Capital Funds Budget. Maintain spreadsheet with all expenses and prepare report for Trustee meetings
  • Responsible for bidding out cell phone service to minimize the College’s costs
  • Prepare ad hoc accounting analyses for the CFO as requested
  • Record Personnel Action Notification forms (PAN) in notebook. Provide copies for file and Payroll Clerk and forward original to Human Resources
  • Maintain list of Dues and Fees by cost center
  • Process applications for and payment of invoices for phones (Cingular-AT&T, Nextel and Sprint), credit cards (National City Bank), fuel cards (Speedway). Maintain spreadsheets.
  • Process payment for legal invoices and maintain spreadsheet
  • Process payment for auditor invoices and maintain spreadsheet
  • Organize Investment Committee Meetings
  • Attend meetings and take minutes/notes for the Investment Committee, Manager’s Meeting, Strategic Planning, Budget Committee, Staff Meetings and Safety Committee Meetings
  • Prepare Resolutions for Board of Trustee meetings; organize all CFO materials for Trustee meetings; deliver material to Secretary of the Board
  • Prepare G-Card contracts for CFO signature
  • Review contracts for CFO signature
  • Maintain and update Master Vendor file

For the Controller

  • Maintain address list to mail K1 Tax returns
  • Approve A/P folders as needed
  • Assist with audits
  • Other areas as needed

Supervisory Responsibilities

This job has no supervisory responsibilities.

Knowledge, Skills & Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education and / or Experience – Associate's degree (A.A.) or equivalent from a two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
  • Communication / Language – Requires effective oral and written communication skills, excellent interpersonal skills, and intermediate computer literacy. Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
  • Mathematical – Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
  • Reasoning – Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
  • Certificates, Licenses, Registrations – None Required
  • Computer Literacy / General Office Equipment – Microsoft Word, Excel and Outlook; CARS/Jenzabar (Accounting Query), Basic Accounting skills. Ability to operate adding machine, copier, printer, fax machine.

Physical Demands / Work Environment

  • Regularly
    • Sit
    • Talk or hear
    • Use hands to finger, handle, or feel
    • Reach with hands and arms
  • Frequently
  • Occasionally
    • Stand and walk
    • Stoop, kneel, crouch, crawl
    • Climb or balance
    • Lift and/or move up to 25 pounds
    • Outside weather conditions
  • Vision
    • Close vision
    • Distant vision
    • Ability to distinguish colors
    • Peripheral and depth vision
    • Ability to adjust focus
  • Noise
    • Quiet to moderate
  • Stress
    • Low to moderate, although at certain times of the year can be moderate to high.
  • Normal Work Schedule
    • Monday – Friday
    • 8:00 a.m. to 5:00 p.m., with an hour for lunch
    • Overtime as necessary to meet the demands of the position