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Position: Administrative Support III - Development

Grade Department Position type: Position Number
11 6AA – Department not found Full-time S00060


Position Summary:

Under the general direction of the Department Chair or Director, performs and/or oversees a variety of administrative duties, including fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized record keeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students.


Essential Functions, Major Duties, and/or Accountabilities:
  • Performs advanced and confidential administrative support duties, including composing routine correspondence, meeting minutes, financials, and obtaining factual information requiring knowledge of policies/procedures of both assigned and work related areas.
  • Informs students, faculty, and public of departmental and university services available; handles incoming calls and walk-in traffic; provides correct and accurate information.
  • Coordinates the preparations & submission of reports, publications, and newsletters. 
  • Coordinates department financial activities including timecards, PAF's, ESAF's, new hire paperwork completion & submission, requisitions, purchase orders, travel, index tracking and reconciliation, budget balances, etc.
  • Maintains inventory of office equipment and supplies; handles other office duties as needed which may include supervision of office support. 
  • Establishes, updates, and maintains unit’s file, inventories, ordering, receiving, billing, distributing, monitoring, and reconciling of expenditures.
  • Manages the payroll process. Including preparation, submitting, monitoring, & maintaining accurate and complete payroll records.

Supervisory Responsibilities:
  • May provide guidance or work leadership to lower level department clerical staff

Special Requirements of the Position:
  • N/A    

 

Qualifications:

Graduation from an accredited institution with an associates degree and two years of experience related to the summary of duties; or any combination of education and/or experience totaling four years.

  • Skill in office methods, techniques, practices and procedures.
  • Skill in the use of computers and computer software applications, including word processing, spreadsheets, e-mail and databases.
  • Interpersonal and problem-solving skills.
  • Skill in record management
  • Ability to perform a variety of administrative support duties with minimum supervision.
  • Ability to follow oral and written procedures and instructions.
  • Ability to communicate effectively, orally and in writing.
  • Ability to meet and deal with people of diverse backgrounds.
  • Ability to coordinate and assist in the preparation and monitoring of departmental financial transactions.
  • Ability to work independently on a multitask level.
  • Ability to prioritize and follow projects through to successful completion.

Disclaimer:
This position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.
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