Office Admin Assistant

General Function

Performs a variety of standard to moderately complex administrative and secretarial tasks, including greeting and receiving visitors and calls, monitoring inventory, maintaining spreadsheets, typing, filing and purchasing in support of Department’s daily operations.

Duties and Responsibilities

1. Answers phone and screens visitors; provides detailed information regarding services and explains procedures; provides advice; refers call to appropriate person if more information is needed; takes messages; responds to the more difficult inquiries and requests; serves as informational resource to staff.
2. Creates and updates unit’s files; purges inactive files; maintains unit’s computerized databases.
3. Assist in budget process by maintaining spreadsheets, monitoring budget, and compiling information for budget requests.
4. Reviews and processes P-Cards, requisitions orders and invoices; ensures that content is accurate and conforms to current policy.
5. Monitors inventory and supplies; orders supplies.
6. Drafts a variety of correspondence and memos for supervisor’s approval; types and proofreads manuals, books, and other materials; creates forms for Department use.
7. Responds to complex inquiries and requests; serves as informational resource to staff.
8. Calculates instructor load and creates contracts; coordinates payments; researches and resolves discrepancies.
9. Receives data and checks for accuracy; enters into various college systems; creates, updates, and maintains files and databases.
10. Performs a variety of administrative tasks including scheduling and maintaining calendar, making travel arrangements, scheduling, and coordinating meetings, and processing time sheets and attendance reports.
11. Provides clerical support for committees, special projects, and task forces.
12. Other duties as assigned.

Minimum Requirements and Preferred Qualifications

Requires High School diploma or GED and vocational or business training beyond high school, intermediate Microsoft Office skills to include word processing, spreadsheets, databases and graphics and 2 years of office experience.

Additional Information