Administrative Assistant III - Office of Civic and Cultural Engagement

College of Southern Nevada•Charleston, SC

1d•Onsite

About The Position

Under the supervision of the Director of Civic and Cultural Engagement, the Administrative Assistant III will support the administrative needs of the Director and The Office of Civic and Cultural Engagement staff, including administrative support needs associated with The Dens on each campus. Duties include, but are not limited to: Search Outlook for emails from department head, president office an executive that may require time sensitive information, meetings, etc. Process request for payments to vendors by creating requisitions as needed (These requests can come from the department manager, the President's office, AVP Budget Services & AVP Purchasing). Reconciliation – WD. Provide vendors/suppliers with proper forms needed to become a NSHE supplier example: ICA + Unsworn Declaration in Lieu of Affidavit/Rejection of Coverage for Workers’ Compensation Under NRS 616B & NRS 617, also provide the proper link to the website where they would need to provide pertinent information to Purchasing for approval. Train and be a liaison to department multicultural centers staff, Director & coordinators. Create and manipulate spreadsheets. Proof forms for accuracy before submittal through Workday for payment. Manage and monitor the department’s accounts and assist the director, manager & coordinator with the budgeting of these accounts. Create travel Authorization/Expense reports & generate itineraries. Work with other departments, community organizations and sometimes be present for events. Participate in organizing, scheduling events, activities & making request for parking, seating, food & beverages through the Events website. Logistics for the event. Ordering meals for events with authorization to use Pcard for payment. Obtain signature authority for specific requests (this may require the President's or Vice President's approval) example: Hosting Checklist. Represent the college to students, faculty, public, business community and other academic institutions in professional manner. Provides information and interacts with students, faculty, staff, and community members that may be in distress or unsatisfied. Assist all new department personnel by getting them set-up with phone, office, business cards, equipment, etc. Assist with exiting employees turning in keys, fobs, etc. to the correct person. Acquire training opportunities or resources that will help or assist me with the performance of my job. CAPE & PCARD. FERPA & Sexual Harassment & Discrimination Prevention. Ordering office supplies for department. Process student workers I-9 identification for HR. Process new hire, temporary hire forms in Workday or using HR PTF form. Move forms through proper channel for signatures. Access the State website to post the IAC Agenda. Receive and relay sensitive information and confidential material related to department and college activities, programs, and clientele. Process and submit weekly report to president & assistant. Provide assistance/directional location for students.

Requirements

Graduation from high school or equivalent education and three years of progressively responsible relevant work experience which included experience in one or more of the following areas: maintenance of complex records and files; public/customer relations including explaining detailed policies, regulations and requirements; preparation and processing of financial and statistical documents such as payroll, spend authorizations and expense reports, and budgeting forms; and assisting staff and management with projects and activities
One year of experience as an Administrative Assistant II in Nevada State service
An equivalent combination of education and experience as described above
Resume - List a detailed description of the major duties that you performed as part of each job. You must demonstrate that you qualify for the position and your education and experience must be clearly documented.
Cover letter

Nice To Haves

Unofficial College Transcripts (optional) - If you have not graduated, please attach your transcripts to receive education credit for classes you have taken. Credit is given for classes relevant to the job posting.

Responsibilities

Search Outlook for emails from department head, president office an executive that may require time sensitive information, meetings, etc.
Process request for payments to vendors by creating requisitions as needed.
Provide vendors/suppliers with proper forms needed to become a NSHE supplier.
Train and be a liaison to department multicultural centers staff, Director & coordinators.
Create and manipulate spreadsheets.
Proof forms for accuracy before submittal through Workday for payment.
Manage and monitor the department’s accounts and assist the director, manager & coordinator with the budgeting of these accounts.
Create travel Authorization/Expense reports & generate itineraries.
Work with other departments, community organizations and sometimes be present for events.
Participate in organizing, scheduling events, activities & making request for parking, seating, food & beverages through the Events website.
Order meals for events with authorization to use Pcard for payment.
Obtain signature authority for specific requests.
Represent the college to students, faculty, public, business community and other academic institutions in professional manner.
Provides information and interacts with students, faculty, staff, and community members that may be in distress or unsatisfied.
Assist all new department personnel by getting them set-up with phone, office, business cards, equipment, etc.
Assist with exiting employees turning in keys, fobs, etc. to the correct person.
Acquire training opportunities or resources that will help or assist me with the performance of my job.
Order office supplies for department.
Process student workers I-9 identification for HR.
Process new hire, temporary hire forms in Workday or using HR PTF form.
Move forms through proper channel for signatures.
Access the State website to post the IAC Agenda.
Receive and relay sensitive information and confidential material related to department and college activities, programs, and clientele.
Process and submit weekly report to president & assistant.
Provide assistance/directional location for students.

Benefits

PERS retirement plan (a defined benefit plan)
vacation & sick leave benefits
11 paid holidays
educational benefits
health insurance plans that can be added with flexible spending accounts or health savings accounts
Supplemental options (long term care, short term disability, and legal)
Tuition discounts at the Nevada System of Higher Education (NSHE) institutions
Tuition discounts for spouses, domestic partners, and dependents
on campus employee discounts
professional and personal development opportunities
statewide employee purchase programs