Administrative Assistant - Business Office

Position Overview The Administrative Assistant provides comprehensive administrative and clerical support to the Business Office of the Community College. This position supports daily financial and operational functions by assisting with purchasing, invoice processing, record maintenance, and coordination with internal departments such as Information Technology and Facilities. The role requires accuracy, confidentiality, and a strong customer service orientation in support of students, faculty, staff, and external vendors.

The Administrative Assistant performs a variety of administrative, financial, and office support duties in an office environment that is collaborative, focusing on a team approach. Work involves frequent interaction with Business Office staff, campus departments, and vendors, requiring professionalism and discretion. Responsibilities include preparing and processing financial documents, maintaining records, responding to inquiries, and supporting purchasing and payment workflows in accordance with college, state, and regulatory guidelines. The work requires attention to detail, the ability to manage multiple priorities, and effective use of financial and administrative systems.

Requirements and Qualifications

Strong organizational skills and attention to detail

Ability to work independently while supporting a collaborative team environment

Excellent written and verbal communication skills

Professionalism and discretion when handling confidential financial information

Customer service mindset when assisting students, faculty, staff, and vendors

Ability to learn and follow established policies, procedures, and compliance requirements

Proficiency with office technology, financial systems, and standard business software

Dependability, adaptability, and the ability to manage competing priorities effectively

Responsive to College personnel needs

Key Duties

Administrative Support

Office support of scheduling, answering phones, processing mail, and general tasks

Maintain attendance records, process time off requests and related documents

Format / organize reports generated from financial systems

Respond to inquiries from students, faculty, and staff in a courteous and professional manner

Perform other related duties as assigned in support of Business Office operations

Purchasing / Accounts Payable

Create, review, and process purchase requisitions, including those for Information Technology and Facilities, ensuring accuracy and compliance with college and purchasing policies

Communicate with IT, Facilities, and other departments regarding requisition status, order fulfillment, and invoice discrepancies

Process, review, and pay vendor invoices, verifying proper documentation, approvals, and account coding

Monthly reconcile purchasing activity

Secondary Travel Coordinator

Assist the Travel Coordinator during times of excess activity

Fill in for Travel Coordinator on a temporary basis if necessary

Secondary Student Accounts

Process daily cashier reporting

Education

Master’s degree in Information Technology, Computer Science/Engineering or related field

Bachelor’s degree in Business, Business Administration, or similar (required)

Associate’s degree in Business, Business Administration or similar (required)

Experience

Minimum 3 years of progressive responsibility in an organization of greater than 25 people, focusing on employee timekeeping, office technology use, and similar tasks (required)

Minimum 1 year of exposure to financial reporting (required)

Skills and Abilities

MS Office Applications – Proficiency in Word, Excel, Outlook with ability to use PointPoint (average to high)

General Office Equipment – Proficiency with copiers, scanners, telephones, etc (high)

Written & Verbal Communication – Ability to interact with employees at all levels (high)

EEO Statement Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

#J-18808-Ljbffr