Administrative Assistant - Budget and Accounting Services

Administrative Assistant - Budget and Accounting Services

Company:
Oakton College

Job Location:
Des Plaines

Category:
Administrative Assistants

Type:
Full-Time

Company Description:

Educate. Empower. Transform

At Oakton College, we know education changes lives - and that starts with the people who make it happen. For more than 50 years, we've built a welcoming and inclusive community where students from all backgrounds and experiences thrive.

We're looking for passionate educators, professionals and leaders to join our team. Whether in the classroom, student support, or behind the scenes, your talents and expertise will make a difference and shape the future.

We provide dynamic learning environments that empower students and employees alike with campuses in Des Plaines and Skokie and a Health Careers Education Center in Evanston.

As a proud institution accredited by the Higher Learning Commission, Oakton is more than a college - it's a place where innovation, equity and lifelong learning drive everything we do. We value diverse perspectives and embrace new ideas and are dedicated to fostering an inclusive and student-centered culture.

Job Description:

Basic Function and Responsibility:

Under general supervision, manage office functions for the Budget and Accounting Services department. Provide administrative and office support services to increase the productivity and efficiency of the Controller and Assistant Financial Controller. Assist in handling duties not requiring immediate attention and provide greater ability for the Controller and Assistant Financial Controller to manage work time effectively. Anticipate and initiate action regarding administrative detail as it relates to office management, and the efficient and effective operation of the Budget and Accounting Services department as a whole.

Characteristic Duties and Responsibilities:

• Receive visitors, answer telephones and email/Google Chats, review inquiries and represent functional area/office to students, staff, faculty, and administrators exercising discretion in obtaining and providing factual and confidential information.
• Maintain web-based calendars for the Controller and Assistant Financial Controller as well as any department-specific web-based calendars.
• Establish and maintain a system to organize physical folders/files, electronic folders/files, and email for the Controller and Assistant Financial Controller as well as the Budget/Accounting Services department as a whole.
• Make travel/professional development arrangements for Controller and Assistant Financial Controller and their staff as requested by the Controller or Assistant Financial Controller.
• Work with the Controller and Assistant Financial Controller to coordinate and format materials submitted to the President's Office for board meetings.
• Assist in the preparation of reports and materials, including but not limited to documents such as the annual budget document and the Annual Comprehensive Financial Report, summaries such as the budget-in-brief, statistical tables, basic workpapers, presentations, and multi-media materials such as videos and dashboards to include collecting, entering, and verifying data, as well as creating tables, charts and graphs.
• Process lists of outstanding checks or direct deposits and communicate with the payees to determine status and with accounting for resolution.
• Remove outstanding checks as directed from bank fraud detection system and prepare related documentation with supervision.
• Annually submit unclaimed property listing to the State and prepare voucher for remittance.
• Prepare requisitions, vouchers, and invoices for the department as requested.
• Enter and process simple, college-wide invoices and vouchers for payment as needed supporting the Accounts Payable staff.
• Follow up with employees who are credit card users regarding account code issues
• Responsible for logistical coordination of meetings and events sponsored by the department.
• Scan checks prior to deposit and save backup as directed.
• Perform other job-related duties as assigned.

Supervision Received:

General supervision is received from the Controller and Assistant Financial Controller

Supervision Exercised:

None.

Requirements:

Required Qualifications and Working Conditions:

• Associate's degree in business, accounting, or related field, or equivalent combination of education and relevant experience.
• Two years of progressively responsible office and administrative support experience.
• Introductory to intermediate level knowledge of Microsoft Office Word and PowerPoint and introductory experience with Microsoft Excel.
• Ability to make effective decisions and handle multiple tasks and projects.
• Strong communication, interpersonal skills, and teamwork skills.
• Excellent organizational skills.

Preferred Qualifications

• Proficiency in Google Workspace (Gmail, Calendar, Docs, Drive, Slides and Meet)
• Two years of Administrative Assistant experience in an accounting department or finance-related office
• Completion of an Administrative Professional certificate such as "Career Essentials in Administrative Assistance" from LinkedIn Learning
• Completion of customer service training such as Zendesk Customer Service Professional Certificate from LinkedIn Learning.

Physical Demands and Working Conditions

Mobility to move from building to building on campus. Work is performed in a general office environment and is sedentary in nature.Little or no exposure to adverse working conditions.

Additional Information:

HOURS: Monday - Friday 8:15 am - 5:00 pm

SALARY: $45,698

Based on the needs of the college and with Administrator approval, some positions at the college may have a hybrid schedule option available after 30 working days.

For information regarding employment eligibility, please visit our employment at Oakton web page.

Equal Opportunity Employer

Application Instructions:

Please be sure to have a current resume, cover letter, and list of, at least, three (3) professional references with contact information prepared to submit with your application.

Oakton College conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Convictions are not a bar to employment. Background checks will be performed in compliance with state and federal law and in accordance with the Illinois Department of Human Rights Conviction Record Protection Act of March 2021.

Posted positions may be removed from the Oakton website without notice when it is determined that no additional applicants are required.

Oakton College does not utilize E-Verify for employment eligibility verification.

Apply Now