PT Operations Administrative Assistant

Working Title

PT Operations Administrative Assistant. Role Title Admin and Office Spec III. Role Code 19013-SW. FLSA Nonexempt. Pay Band 03. Position Number 294W0055. Agency Southwest Virginia Community College. Division Southwest Virginia Community College (Div). Work Location Tazewell - 185.

Assist with the daily administrative operations of the Facilities Department on the Southwest Virginia Community College Campus. Provide clerical, technical, administrative and project support in all phases of the Facilities Department. The Administrative Assistant will be responsible for ensuring the efficiency and smooth operations for their assigned supervisor and department. Duties require independent judgment with an understanding of Facilities Department functions, procedures and terminology.

• Enter and monitor purchase orders, term contracts, and perform other basic accounting tasks ensuring accuracy and meeting all established deadlines following SSC rules and regulations.
• Prepare, proof and edit documents, correspondence, spreadsheets and reports as directed ensuring accuracy and meeting all established deadlines.
• Regularly process invoices for the Facilities Department including creating purchase orders, following them to completion and submission to Fiscal Services for payment. Process invoices in a timely manner on goods/services received and complete to expedite payment in accordance with the Virginia Prompt Payment Act.
• Maintain files on all purchase orders and state contracts.
• Process purchase orders into the state ordering system. EVA orders will be processed in a timely manner, accurately following all SSC/VCCS regulations.
• Answer and direct phone calls, take messages, and field/answer all routine and non‑routine questions.
• Responsible for ordering and maintaining office supplies, securing and maintaining office equipment, establish and maintain a filing system, sorting and distribution of mail, creating and maintaining an accurate calendar.
• Maintain an accurate 1500‑hour spreadsheet.
• Oversee the purchase of personal protective equipment such as safety shoes, foul weather gear and uniforms.
• Check e‑mail daily and respond promptly to avoid delays.
• Prepare travel arrangements and employee memberships as required.

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

• Knowledge of and ability to use a variety of PC‑based software including e‑mail, word‑processing, spreadsheets, database and PowerPoint.
• Knowledge of accounting principles, purchasing requirements and basic contract law.
• Knowledge of office procedures, office professionalism, office etiquette and office management in an automated environment.
• Ability to perform general clerical skills including filing, typing and editing.
• Strong organizational planning skills.
• Knowledge of effective customer service techniques.
• Knowledge of budget/financial management practices and techniques.
• Ability to communicate effectively, both orally and in writing.
• Ability to apply appropriate customer service techniques, use sound judgment to resolve vendor‑related issues.
• Ability to work independently or in a team environment on daily operations and special projects concurrently.
• Ability to prioritize workload, anticipate and meet deadlines, respond to changing priorities and manage multiple projects.
• Ability to complete daily required duties and tasks using professionalism, confidentiality and good judgment.
• Valid Driver’s License.

• Knowledge of Electronic Virginia (eVA), HRMS and State P‑Card Procedures.

Operation of a State Vehicle. No supervisors. No required travel. Some travel may be required.

• Posting Number
• Recruitment Type General Public - G
• Number of Vacancies 1
• Position End Date (if temporary): N/A
• Job Open Date 03/06/2026
• Job Close Date 03/13/2026
• Open Until Filled
• Agency Website sw.edu
• Contact Name: [Name]
• Email: [Email]
• Phone Number: [Phone]
• Special Instructions to Applicants – encouraging individuals…