Administrative Assistant

Employees at this level are engaged in overseeing administrative functions which are characterized by decision making discretion and responsibility including supervisory responsibilities for staff and/or job function. Administrative Assistants job duties are also characterized by high impact activities that can affect more than one department and for which errors can have serious consequences.

Examples of Duties

Advises and provides executive support to an executive/administrator;

maintains an encompassing, organized overview of significant University and departmental responsibilities and deadlines;

reviews, evaluates, develops, and interprets University and departmental policies and operational procedures;

drafts multi-source communications/reports for executives/administrators and develops and distributes any other correspondences as directed;

investigates, plans, organizes, interprets, and analyzes various sources of information in support of administrative reports and University and/or departmental business operations;

manages and develops confidential information and systems including maintaining personnel records and salary information, and also manages institutional, historical, and ordinary documents;

oversees the planning and implementation of special events (e.g., departmental and university wide presentations);

serves as a liaison providing authoritative information, assistance, and advice to departments, various constituencies, and individuals at all levels (including national, state, regional, community, and campus levels);

acts as a representative for departments and/or executives/administrators, as requested, which includes sitting on various committees and/or attending professional conferences;

supervises staff, student workers, and extra help;

evaluates staffing needs and ensures that the personnel needs of a department are being met;

develops and reviews job descriptions for unit staff positions and oversees personnel transactions, hiring/searches;

provides approval and submission of time cards and annual performance appraisals, etc.

manages budget activities (e.g., prepares budget projections for the fiscal year, plans distributions, approves and maintains accounts, approves budget transfers and conducts budget reconciliations);

maintains an itemized recording of expenditures, prepares expenditure reports and monitors and tracks fiscal year project allocations;

performs related duties as assigned.

Qualifications

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
3. college course work in business, finance, accounting or a related field:

• 60 semester hours or an Associate's degree equals one (1) year (12 months)
• 90 semester hours equals two (2) years (24 months)
• 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
• Master's degree or higher equals four (4) years (48 months)

1. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

*As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.

Supplemental Information

Illinois Residency Requirement: Pursuant to the State Universities Civil Service System, out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position.

Tips for Completing a Civil Service Application:

1. To be eligible for the role, ensure that your application includes a complete and detailed employment history that highlights your relevant full-time and part-time work experience, including start and end dates of employment.

2. Relevant part-time work experience will count towards the qualifications for this position and will be converted to full-time equivalence to calculate the total length of experience.

3. Upload all official transcripts to meet the educational requirements. If the job description specifies a minimum number of college hours, transcripts are mandatory for the successful processing of your application.

4. Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application, unless the same proof has already been submitted in a previous application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves).

5. After the position has closed, your application and supporting materials will be reviewed to determine if you meet the minimum qualifications, including any specialty factors associated with this position. Those who qualify will move forward for Civil Service Examination/Testing.

6. Please monitor your e-mail for further information regarding your application. Emails will be generated from info@schooljobs.com.

7. For more information on Civil Service classifications, please visit the SUCSS web site at sucss.illinois.gov

About Civil Service Examination/Testing: The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of application materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, your application will move forward for examination/testing in which you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. This score will be emailed to the email address noted on your application. After the application deadline, the names within the top three scores will be referred to the department for interview.

Sponsorship for work authorization is not available. For more information visit https://policies.siu.edu/policies/employment-non-us-citizens.php