Administrative Assistant - Business Office

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

The Administrative Assistance will have responsibilities such as:

• Office support of scheduling, answering phones, processing mail, and general tasks
• Maintain attendance records, processing time off requests and such
• 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

45%

• 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

45%

• Assist the Travel Coordinator during times of excess activity
• Fill in for Travel Coordinator on a temporary basis if necessary

5%

• Process daily cashier reporting

5%

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education Level: Master’s degree;
Information Technology, Computer Science/Engineering or related field;
Bachelor’s degree;
Business, Business Administration, or similar;
Associate’s degree;
Business, Business Administration or similar.

Check if experience may substitute for some of the above education and describe how. A combination of education and significant experience may be considered for this position.

Required:

3 years progressive responsibility in an organization of greater than 25 people. Responsibilities can include basic office duties, but focus on a history of employee timekeeping, office technology use and other similar tasks.

Preferred: 1 year exposure to financial reporting.

Proficiency in MS Office Applications: MS Word, Excel, and Outlook with the ability to work in PowerPoint.

Average to High proficiency in General Office Equipment (Copiers, scanners, telephones, etc.).

High proficiency in Written & Verbal Communication; ability to interact with employees at all levels of the College as well as students.