Administrative Assistant

Job Summary:

Provide administrative and clerical support to the department. Develops, maintains, and ensures compliance of department records.

Duties and Responsibilities:

• Performs receptionist and clerical duties such as answering telephones, making copies, and providing copies of necessary documents.
• Issues work orders in a timely manner and assigns to appropriate staff member for handling.
• Serves as primary contact for answering telephone and greeting visitors; provides appropriate information and assistance; takes messages and refers to appropriate personnel.

• Receives electronic and telephone work requests from campus community.

• Follows-up with a sense of urgency and in a timely manner with staff members to ensure work orders are updated, completed, and closed out timely.

• Initiates work order reports as requested.

• Supports the facilities department with assistance in work order system software tool and associated applications for processing service requests.
• Issues work orders in a timely manner and assigns to appropriate staff member for handling.
• Submits requests for ordering supplies and materials.

• Initiates and processes requisitions for coordinating the payment of invoices.
• Assists with monitoring the department budget.
• Coordinates verification of receipt for items and capital equipment.
• Complete the paperwork for purchases. Receives, reviews, and processes all purchase requisitions to include the placement of purchase orders.
• Serves as liaison between the department and the Campus community.
• Creates and maintains office related records and reports.
• Prepares department meeting agendas, meeting notes and distribute accordingly.
• Other duties as assigned.

Qualifications:

Minimum:

• High school diploma or GED and three years administrative experience; or a combination of education and related experience.
• Willingness and openness to learning and growing.
• Possession of valid driver's license.

Preferred:

• Bachelor's degree from an accredited college and/or university.

• 3 years relevant work history.

Knowledge, Skills, and Abilities:

• Knowledge of modern office practices and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of basic accounting, data, and administrative management practices and procedures.

• Ability to obtain a P-Card.
• Ability to maintain confidentiality of records and information.

Working Conditions:

This position is typically operating in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Requirements:

Ability to work in a sitting position for long periods of time. Must have ability to reach, bend, stoop, and occasionally lift to 40 pounds. The noise level in the work environment is usually low to moderate.

The above list of job duties is not exclusive or exhaustive and the incumbent will be required to undertake such tasks as may reasonably be expected within the scope of the position.