Administrative Assistant II

University of Central Oklahoma•Edmond, OK

3d•$15 - $15•Onsite

About The Position

Performs effectively and efficiently with minimal, and at certain times, no supervision. Opens, sorts, scans, tags for response, and distributes all incoming and outgoing mail. May prepare special or confidential reports and assists with special projects and surveys. Verifies all vendor payments for accuracy and compliance with university and departmental policies and procedures. Takes responsibility for all assigned small projects and oversees such projects through to completion. Responsible for: matching daily AP & Travel payment documents with claim vouchers, auditing claim vouchers to ensure accuracy, completing task in a timely manner each day. Responsible for covering front office. Must have knowledge of university requisitioning and purchasing procedures. Prepares requisitions, purchase orders and/or encumbrance documents. May supervise student workers and other clerical staff. Shall always maintain professional and cooperative business relationships. Performs other related duties assigned. Department Specific Essential Job Functions: Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs several tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.

Requirements

Requires general education or vocational training and 3+ years relevant experience in chosen field or equivalent combination of education and experience.
Literate in computer usage and word processing including but not limited to Word and Excel.
Knowledge of basic office procedures and practices.
Excellent telephone etiquette, communication, interpersonal and public relations skills.
Ability to work well with others fostering a positive working relationship.
Ability to operate office equipment.
Ability to accurately type.
Ability to multi-task.
Demonstrates a warm and caring professional service-oriented attitude.
Must be self-motivated.
Ability to synthesize and follow directives

Nice To Haves

2+ years experience in office management, policies and procedures.
1+ years of accounting or financial tracking experience.
Knowledge of University requisitioning and purchasing procedures.
Experience in a higher education environment.

Responsibilities

Opens, sorts, scans, tags for response, and distributes all incoming and outgoing mail.
Prepares special or confidential reports and assists with special projects and surveys.
Verifies all vendor payments for accuracy and compliance with university and departmental policies and procedures.
Takes responsibility for all assigned small projects and oversees such projects through to completion.
Matching daily AP & Travel payment documents with claim vouchers
Auditing claim vouchers to ensure accuracy
Covering front office
Prepares requisitions, purchase orders and/or encumbrance documents.
May supervise student workers and other clerical staff.
Provide secretarial and administrative support for one or several department professionals or offices.
Responsible for the functioning of an office or department.
Initiates and handles correspondence relating to a department or program.
Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs several tasks such as posting and recording data.
Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations.
Responsible for providing various services to customers such as assisting customers in securing needed information and documents.
May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.