Administrative Assistant, Business Office

Description

We seek a full-time Administrative Assistant to support the daily operations and administrative processes of the Business Office and the Office of Risk Management and Public Safety. This position provides administrative support to both areas and assists the Controller with a variety of operational and office functions.

• Provide general administrative support including, but not limited to typing, filing, copying, records archival and disposal, recording and distributing information, data entry, and other office and clerical tasks.
• Provide telephone and public reception, ensuring excellent customer service to students, staff, and guests. Take initiative to find general information, follow-up in a timely manner, and refer inquiries as appropriate.
• Safeguard cash receipts and all cash/change funds during use and handling.
• Maintain a well-structured records system in accordance with the operations and needs of the Risk Management and Public Safety department, including staff training records, incident reports, daily crime log, security systems test records, annual reports, etc.
• Assist staff in purchasing materials and supplies. Maintain and order office supplies. Prepare purchase requisitions and vouchers and ensure compliance with processing and payment of bills.
• Assist with coordination and preparation of on-campus and off-campus meetings and events, including location scheduling, food and catering arrangements, room set-up, and related activities and support.
• Assist with special projects or during emergencies, including those requiring non-routine work hours.

• Associate degree or appropriate experience/education.
• Keyboarding competency.
• Familiarity with Microsoft Office applications such as Word, Excel, and Outlook.
• Basic math skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to work inclusively within a diverse campus community, including with students, employees, and external parties.
• Strong organizational skills, attention to detail, ability to problem-solve, work independently, and function professionally under pressure.

• Work experience in a professional office and/or customer service environment.
• Clerical and/or cash handling experience.
• Familiarity with Peoplesoft applications.
• Experience working in a Public Safety and/or Risk Management operations environment.

Applications received by March 16, 2026, will receive priority consideration, with review of applications continuing as needed.

THIS POSITION IS BASED IN CENTRAL ILLINOIS AND ABILITY TO BE PRESENT ON-CAMPUS/IN-PERSON IS REQUIRED.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.

Heartland Community College is an equal opportunity institution.

HCC values equity, diversity and inclusion. We create a collegial and welcoming culture by taking collective responsibility in the creation, protection, and enhancement of an equitable, diverse, and inclusive campus community.