Office Admin Assistant
About The Position
The Office Admin Assistant performs standard to moderately complex administrative and secretarial tasks in support of department operations. The role includes greeting visitors and handling calls, maintaining files and computerized databases, supporting budget activities, processing purchasing documents and invoices, monitoring supplies, drafting and proofreading written materials, coordinating payments and contracts, entering and checking data, scheduling meetings and travel, and providing clerical support for committees and special projects. The position also serves as an informational resource to staff and responds to inquiries from the public and campus community.
Requirements
- High school diploma or GED.
- Vocational or business training beyond high school.
- Intermediate Microsoft Office skills, including word processing, spreadsheets, databases, and graphics.
- Two years of office experience.
- Knowledge of standard office procedures and equipment.
- Knowledge of computer and office applications.
- Writing and proofreading skills.
- Strong customer service and communication skills.
- Ability to work with the public and individuals from diverse backgrounds.
Responsibilities
- Answer phones, screen visitors, explain services and procedures, provide advice, refer inquiries when needed, take messages, and serve as an informational resource to staff.
- Create and update unit files, purge inactive files, and maintain computerized databases.
- Support the budget process by maintaining spreadsheets, monitoring the budget, and compiling information for budget requests.
- Review and process P-Cards, requisitions, orders, and invoices, ensuring accuracy and compliance with current policy.
- Monitor inventory and supplies and order supplies.
- Draft correspondence and memos for supervisor approval; type and proofread manuals, books, and other materials; and create forms for department use.
- Respond to complex inquiries and requests and serve as an informational resource to staff.
- Calculate instructor load, create contracts, coordinate payments, and research and resolve discrepancies.
- Receive data, check it for accuracy, enter it into college systems, and create, update, and maintain files and databases.
- Schedule and maintain calendars, make travel arrangements, coordinate meetings, and process time sheets and attendance reports.
- Provide clerical support for committees, special projects, and task forces.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
