Assistant, Business Services

Austin Community College District•Highland, CA

4d•Hybrid

About The Position

The Business Services Assistant provides administrative, operational, and customer service support for the Business Services Office and its internal and external business partners. The successful candidate will work on a plethora of tasks critical to supporting internal team members while acting as a primary point of contact for external business partners. The Business Services Office aims to set the highest standard for business practices, efficiency, and professionalism; thereby attaining the goal of becoming a Centre of Excellence.

Requirements

Understand and perform administrative and clerical procedures and systems such as word processing, file management, records retention, and office procedures and terminology.
Apply principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Operate standard office equipment and business software applications.
Follow and apply college policies, procedures, and confidentiality requirements.
Understand document management and digital filing processes.
Utilize automated financial systems and task management tools.
Basic principles of college-level administration.
Effective communication techniques and strategies.
Maintain accuracy while managing multiple deadlines and competing priorities.
Demonstrate effective verbal and written communication skills.
Exhibit professionalism, tact, diplomacy, and customer service orientation.
Maintain confidentiality of work-related information and materials.
Demonstrate strong organizational skills and attention to detail.
Work independently and collaboratively within a team environment.
Use spreadsheet, word processing, database, and presentation software effectively.
Establish and maintain effective working relationships with stakeholders.
Maintain schedules effectively.
High school diploma or educational equivalent.
One (1) year of related work experience.

Nice To Haves

Associate degree or higher in a related field.
Experience supporting finance, procurement, business services, or administrative operations.
Experience using automated financial systems, electronic document repositories, or workflow/task management systems.
High school diploma/equivalency plus three (3) years of related experience may satisfy the minimum requirements.

Responsibilities

Support Business Services Office operations by performing administrative duties including document management, supplier maintenance, stale cheque processing, preparing correspondence and reports, maintaining departmental records, supporting outreach efforts, and coordinating internal and external communications.
Maintain accurate electronic files and departmental records using established procedures and standard naming conventions within Box, DebtBook, Asana, and other departmental systems.
Provide customer service and respond to inquiries from internal and external business partners or routing inquiries to appropriate departments.
Assist with departmental projects, outreach efforts, operational initiatives, and business continuity activities.
Utilize task management and financial systems to track assignments, maintain documentation, and ensure timely completion of deliverables.
Assist with mass communications, reporting support, and compilation of information for stakeholders.
Collaborate with team members to improve operational efficiency and effectiveness.
Other duties as assigned.