Office Assistant, Administration & Finance
: Job Details :

SUMMARY Provides general customer service and basic administrative and clerical support for both the supervisor and the Administration & Finance division. ESSENTIAL FUNCTIONS Provides a full range of administrative and clerical support services Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review or refers as appropriate Establishes and maintains general files and records Coordinates and manages departmental calendars, appointments and meetings Arranges travel plans and itineraries and compiles documents and expense reports for travel-related meetings Creates, maintains and tracks applicable departmental information Composes and prepares both routine and confidential correspondence, letters, memos, forms, reports and other documents Provides general support for various departmental projects and initiatives May provide assistance to the Accounts Payable and Payroll Departments to ensure the effective and efficient processing and handling of accounts payable and payroll checks May provide assistance with the day-to-day operations of treasury and cash management services May provide assistance and clerical support to the College's Campus Card Office May prepare records, notices and minutes May attend meetings and transcribe notes Performs other duties as assigned REQUIRED QUALIFICATIONS EDUCATION AND EXPERIENCE/TRAINING Associate's Degree and a minimum of two (2) years relevant experience OR a High School Diploma (or equivalent) and a minimum of three (3) years of: Demonstrated experience in an administrative or clerical role with scheduling responsibilities in a fast-paced environment Demonstrated experience making sound decisions that affect a work unit or team Significant related experience may substitute for education Working knowledge of basic office processes and systems KNOWLEDGE, SKILLS and ABILITIES Possess strong organizational, time-management skills and contributes to best practices of the department Possess excellent written, verbal and interpersonal communication skills Ability to work collaboratively as part of a team as well as independently Ability to work accurately with great attention to detail Excellent customer service skills and proven ability to develop and sustain productive relationships Ability to effectively accept direction from multiple levels of the Division across various departments Possess working knowledge of administrative and scheduling concepts, practices and procedures with the ability to apply to varied situations Demonstrated basic proficiency with Microsoft Outlook, Word, Excel and PowerPoint Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity Possess sensitivity to appropriately respond to the needs of a diverse population COMPETENCIES CRITICAL COMPETENCIES Service Focus Communications Quality of Work VERY IMPORTANT COMPETENCIES Collaboration Adaptability IMPORTANT COMPETENCIES Time Utilization Continuous Improvement PREFERRED QUALIFICATIONS EDUCATION AND EXPERIENCE/TRAINING Demonstrated experience making sound decisions that affect a work unit or team Demonstrated experience in a role requiring diverse problem-solving methods in a variety of situations PHYSICAL DEMANDS/WORKING CONDITIONS (The demands described here are representative of those that must be met by an employee to successfully p