ADMINISTRATIVE ASSISTANT I (Part-Time)

ADMINISTRATIVE ASSISTANT I (Part-Time)

Posting Number: SRGV8960
Number of Vacancies: 1
Location: Rio Grande City, Texas
Department: Starr County Teaching Site
FLSA: Non-Exempt

Scope of Job

To provide skilled and routine administrative support to the head of a department and the departmental staff and/or faculty in an academic or non-academic area. Responsible to perform routine administrative support assignments for a department head. Maintains routine financial data, which includes monthly budget and status reports.

Description of Duties

• Provides direct administrative support to the administrator of a department.
• Types letters, memos, reports, requisitions, and other material from notes and rough drafts.
• Composes routine correspondence for the signature of the supervisor which requires knowledge of subject matter and/or departmental procedures.
• Handles travel arrangements for supervisor and other office personnel.
• Orders supplies and arranges for repair of equipment.
• Reviews bookkeeping information and performs other routine bookkeeping tasks, including reconciliations.
• May assist in the preparation of budgets, grant requests, class schedules and other periodic reports.
• May assist in processing various student forms and requests for the appropriate review and approvals.
• May provide general program information and materials to students and/or direct students to the appropriate student services resources.
• May assist in coordination, planning, and/or staffing of departmental meetings and events as needed for outreach, recruitment & education.
• Processes personnel actions upon direction of the supervisor.
• Monitors complex records and prepares reports from a variety of materials.
• Monitors expenditures and income against the budgets, maintains accurate accounting ledgers and facilitates monthly reconciliations of accounts.
• Maintains departmental and supervisor calendar and prepares daily schedule.
• Organizes and maintains filing systems.
• Screens visitors and telephone calls.
• Acts as a receptionist.
• Receives, sorts and distributes mail.
• May track vacation, arrange for back-up coverage and process time cards for any assigned employees.
• Performs other duties as assigned.

Supervision Received: Specific supervision from Department Chair or Director of a Department with less than 10 regular FTE’s.

Supervision Given: May supervise assigned support staff and temporary employees.

Required Education: Associate degree or experience as outlined below.

Required Experience: Two (2) year of office administrative experience. Experience may be substituted for education on a 1-on-1 basis

Preferred Experience: Experience obtained within higher education.

Equipment: Knowledge of the use of personal computer, word processing, spreadsheet, and database software. Standard office equipment.

Working Conditions: Needs to be able to successfully perform all required duties. Work is performed primarily in a general office environment. ... The role includes availability for work beyond regular office hours, including evenings and weekends, as needed.

Other: Must have excellent interpersonal, organizational, and verbal skills.