Administrative Assistant I

Kansas City Kansas Community College•Kansas City, KS

2d•Onsite

About The Position

The Administrative Assistant I provides comprehensive administrative and operational support to the Controller and Finance Department. The role coordinates departmental activities to support efficient office operations, effective communication, and timely processing of financial and administrative transactions. The position reports to the Controller and is a non-exempt staff role in the Finance and Facilities Services department.

Requirements

Associate degree in Business Administration, Accounting, Office Administration, or a related field, or an equivalent combination of education and experience.
Two years of progressively responsible administrative support experience.
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
Experience managing calendars, coordinating meetings, and handling multiple priorities in a fast-paced environment.
Strong organizational, written and verbal communication, and customer service skills.
Attention to detail and ability to maintain accuracy when processing financial and administrative documents.
Ability to handle confidential information with discretion and professionalism.
Knowledge of general office administration and business practices.
Ability to interpret and apply policies, procedures, and guidelines.
Ability to work independently and collaboratively, maintain positive professional relationships, listen actively, assess needs, problem-solve, and connect individuals with appropriate resources.
Ability to learn and use new technologies, systems, and processes.
Professional judgment and discretion.

Nice To Haves

Administrative support experience in finance, accounting, higher education, or the public sector.
Experience in a community college, higher education, government, or nonprofit environment.
Familiarity with financial management, enterprise resource planning (ERP), procurement, or accounting systems.

Responsibilities

Manage departmental email accounts and correspondence, respond to routine inquiries, and direct communications as appropriate.
Maintain the Controller's calendar, schedule appointments, coordinate meetings, and prioritize competing commitments.
Organize departmental meetings by preparing agendas, scheduling meeting space, distributing materials, and recording notes when needed.
Assist with preparing, reviewing, and processing requisitions, purchase requests, vouchers, and other financial documents according to college policies and procedures.
Prepare invoices, payment requests, and supporting documentation for accurate and timely financial transactions.
Track procurement and payment activities and follow up with vendors and internal departments as necessary.
Maintain departmental files, records, and documentation in accordance with college record-retention requirements.
Prepare routine correspondence, reports, spreadsheets, presentations, and other administrative documents.
Assist with budget-related administrative processes, data entry, and document reconciliation as directed.
Serve as a liaison between the Controller's Office and other college departments, vendors, and external stakeholders.
Coordinate travel arrangements, event logistics, and special projects as assigned.
Support audits, financial reporting, and year-end processes by organizing documentation and responding to information requests.
Maintain confidentiality of sensitive financial, employee, and student information.
Provide general office support and perform other duties as assigned.