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.

• 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

• 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

• 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)

• 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)

• 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)

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