"Administrative Assistant Executive I"

Job Summary

Incumbents provide advanced and comprehensive administrative support for the Executive Director of Facilities Operation.

Essential Functions

• Collect, prepare, reconcile, review, verify, and/or maintain comprehensive information, data, documents, and records; ensures information accuracy and compliance with applicable standards, policies, and procedures
• Prepare and review budget requests; monitors budget spending, accounts, or bills; monitors fund availability; and provide status updates to departments
• Prepare, edit, proofread, review, print, process, maintain, and/or submit correspondence, reports, records, certificates, forms, letters, pay sheets, training schedules, contracts, payroll, and other general and financial documents; ensure information accuracy and compliance with applicable laws, standards, policies, and procedures; review documents for accuracy before giving to the Executive Director of Facilities Operation to sign
• Work may also include performing quantitative data analysis when necessary.
• Process, monitor, review, and/or reconcile invoices, accounts, check requests, invoices, purchase orders, reimbursements, deposits, receipts, and IT or other tickets or requests; contact personnel/departments/ agencies via phone or email to collect payment dues, or facilitate assigned operations
• Schedule and coordinate appointments, reservations, meetings, workshops, trainings, or other events/ activities; set up conference calls and zoom meetings; create presentations; maintain calendars; prepare meeting agendas; transcribe meeting minutes; set up rooms/lab facilities; maintains a parking lot list of those assigned to park in the reserved lots; and coordinate with program participants and other relevant individuals
• Plan and implement events, to include preparing promotional and other materials; managing enrollment processes; coordinating with event participants, vendors, media, and other parties; and performing other operations related to planning and organizing events/orientations/programs
• Maintain and update departmental systems or databases, update websites and social media accounts, maintains their accuracy, and provide technical support to include training end-users on system operation, and troubleshooting basic technical issues
• Perform customer service duties to include providing program/department information, referrals, or other services to students, staff, and other visitors, greeting and directing visitors, students, or staff to appropriate personnel/departments and answering telephones.
• Coordinate and collaborate with internal and/or external personnel, departments, and agencies, when necessary, to communicate information, serves as a liaison, provides assistance or information, represents the Executive Director of Facilities Operation, maintains effective working relations, and facilitates events and departmental operations
• Perform office management duties to include maintaining inventory, ordering supplies and sorting and distributing mail
• Performs other duties as assigned

Qualifications, Knowledge, Skills, Abilities and Physical Requirements

Minimum Qualifications: Associates degree and One (1) year of experience in clerical/administrative support or related area. Preferred Qualifications: Bachelor's degree. Knowledge, Skills and Abilities: Knowledge of modern office procedures, methods, and equipment; applicable Federal, State, and college laws, policies, standards, and regulations; filing and recordkeeping practices; computers and related software applications; event planning and organization principles; customer service principles; filing principles and practices; English language, grammar, and punctuation; budget principles. Skilled in using a computer and related software applications; utilizing modern office equipment; providing customer service; proofreading and editing documents; preparing reports and forms; typing correspondence, memos, and/or other related information; planning and organizing events; maintaining confidentiality; assembling and organizing data and information; monitoring a budget; utilizing communication and interpersonal skills. Physical Requirements: Positions in this class typically require grasping, hearing, keyboarding, reaching, repetitive motion, standing, talking, visual acuity, and walking. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Walking and standing are required only occasionally.