Administrative Assistant III, Budget Office

Austin Community College District•Highland, CA

3d•Onsite

About The Position

This position will provide assistance to internal budget users across the college and support the day-to-day operations of the Budget Office.

Requirements

Knowledge of budgeting.
Office procedures and practices.
Customer service techniques.
Basic bookkeeping procedures.
Preparing and processing purchase orders and/or other purchasing liaison skills such as procurement card (P-Card) reconciliation, preparing requisitions, etc.
Skill in identifying errors and taking and/or recommending appropriate corrective actions for resolution.
Ability to work accurately with numerical details.
Ability to exercise sound judgement and discretion, think critically, and take initiative.
Effectively using interpersonal and communication skills.
Effectively using organizational and planning skills with attention to detail and follow-through.
Entering data, maintaining files, and performing other clerical duties.
Maintaining confidentiality of work-related information and materials.
Establishing and maintaining effective internal and external relationships.
Effective customer-orientation when working with a multicultural population.
Maintaining an established work schedule.
Use a variety of spreadsheet, word processing, database, and presentation software.
May also work with desktop publishing and update webpages.
Two years of related work experience.
High school diploma or educational equivalent.

Nice To Haves

Associate's Degree.
Experience with Workday, Adaptive Planning, or other enterprise-level financial systems preferred, but not required.

Responsibilities

Performs administrative duties in support of budget management efforts, including examining and answering correspondence, processing and prioritizing office communications, answering the telephone and email, arranging conference calls, and maintaining or coordinating the supervisor's schedule.
Serve as the initial point of contact to departmental users of the budget and provide guidance and technical assistance for all aspects of budget preparation, policy, analysis, and review.
Assist departments with interdepartmental budget amendments.
Gathers, compiles, and enters data, producing routine and specialized reports and documents; maintains files, records, logs, and other tracking systems.
May design newsletters or other documents; may maintain or update webpages.
Responds to and/or directs inquiries in person, on the telephone, or in virtual meetings; works with other staff to assist in resolving issues from budget users.
Maintains schedules, calendars, and appointments, which may include scheduling department meetings and events, issuing invitations, arranging for location and equipment, typing minutes, and preparing information packets.
Compiles and produces routine reports or documents.
May input budget figures, prepare requisitions, maintain budget sheets, log and track expenditures or take payments, or assist in departmental procurement processes.
May be assigned responsibility for special projects such as scheduling rooms, compiling information packets, creating spreadsheets, charts, and graphs, and other projects.