Administrative Assistant

Position Details

Position Information

Position Title
Administrative Assistant

PIN
305000

Classification Summary

Incumbents provide critical administrative support to a top administration position. Responsibilities may include providing administrative support to top administration positions per request; providing accurate information during high-impact and risk situations; monitoring budgets, accounts, billings, and/or expenditures; preparing financial and/or statistical reports; and determining priority items for supervisor.

Minimum Education and/or Training and Experience

Associate's degree or two-year technical certificate and three years progressive experience providing administrative support services.

Preferred Education and/or Training and Experience

Licensing Requirements

None

Essential Job Function

These are the job duties that are required of the position.

Classification Duties

1. Proofread reports received by executive staff. Complete and review resolutions and reports for Board meetings including administrator Board report with all required attachments. (B2)
2. Prepare confidential correspondence, memos, letters, reports, contracts, etc. (B2)
3. Prepare, maintain, and create various schedules, calendars, and/or events for executive staff. (B2)
4. Run reports through events management system to inform appropriate individuals of event schedules. (B2)
5. Attends a variety of meetings in support of executive in assigned area of responsibility, to include recording meeting minutes; preparing and disseminating minutes; and/or, performing other related activities. (B2)
6. Coordinate with internal and/or external personnel, departments, and agencies to communicate information, respond to requests, serve as a liaison, provide assistance, and facilitate departmental operations. (B2)
7. Prepare and distribute College announcements. (B2)
8. Prepare department(s) orders for materials and supplies. (B2)
9. Perform other related duties of a comparable level/type as assigned.

Position Duties

1. Prepare purchase requisitions, both manually and through the College's automated Accounts Payable system, as well as the Board of Trustees (BOT) Calendar of Events and other reports for the VP of Finance & Administration, the Director of Information Technology, the Controller, and the Chief of Police.
2. Manage all external reservations using EMS, including following up on floor plans and reservation signatures, obtaining certificates of insurance, handling billing, and notifying Jefferson College Police Department (JCPD) and Buildings & Grounds (B&G) as needed.
3. Renew the College's liability insurance through MUSIC, manage the claims process and premium payments, file all liability claims, and research historical claims with the College's insurance provider (MUSIC).
4. Serve as backup for the Cashier's Office during breaks, vacations, sick leave, and other absences as necessary.
5. Oversee the College's contract database, including notifying relevant departments of upcoming renewal deadlines, initiating renewals or cancellations, collecting required insurance documents, and maintaining active contract files.
6. Manage the inventory of free Pepsi products provided through the beverage contract and assist the Director of Purchasing and Auxiliary Services with managing the College's food service contracts.
7. Handle license renewals and prepare the quarterly report for all College musical events for ASAP, BMI, and SESAC.

Multistate Employer

Employees of Jefferson College must reside in Missouri or Illinois.

Multistate Employer

Position Knowledge/Skills

Knowledge

Office management practices and standard operating procedures;
Customer service principles;liability insurance principles and knowledge of College insurance policies
Applicable Federal, State, and local laws, rules, regulations, codes, and guidelines;
Recordkeeping practices and procedures;
Keyboarding techniques; advanced knowledge of Excel and Powerpoint
Filing techniques and practices;
Modern office equipment;
Budgeting principles and procedures; including knowledge of College Chart of Accounts
Basic parliamentary procedures;
College Board Policies and Procedures
Advanced practices and procedures in area of assignment;
Grammar, punctuation, and spelling;
Basic mathematical principles and concepts

Skills

Operating a computer and related software applications;
Maintaining records;
Composing, editing, proofreading, and formatting letters, correspondence, reports, and other written materials;
Developing, tracking, and monitoring budgetary expenditures;
Reading and interpreting applicable laws, rules, regulations, codes, guidelines, policies, and procedures;
Taking, preparing, and disseminating meeting minutes;
Working independently;
Maintaining confidentiality;
Performing advanced mathematical calculations;
Gathering and organizing information;
Keyboarding; preparation of Excel Spreadsheets and Powerpoint presentations
Communication, interpersonal skills as applied to interaction with coworkers, supervisors and other senior administrative officials, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Machines, Tools, Equipment and Software

Events Management System
Access Database
Excel
Powerpoint
Word
BoardDocs
Ellucian Banner
FAST
Everbridge

Physical Factors

Physical Effort

Physical Effort
Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Posting Information

Division
Office of Finance & Administration (DIV)

Department
Finance & Administration

Reports To
VP Finance & Administration

Wage/Salary
$19.44 per hour

Status
Full-time

If Part-time, hours per week

If Non-exempt, work days
M-F mid-August through mid-May; M-Th during the summer

If Non-exempt, work hours
8:00-4:30, 7:30-5:00 during the summer

Posting Detail Information

Posting Number
S00588P

Desired Start Date
12/01/2024

Open Date
10/28/2024

Close Date

Special Instructions Summary

The position is open until filled. Review of applications will begin on November 4.

Quicklink for Internal Posting
https://jeffco.peopleadmin.com/postings/4936

EEO Statement

It is the policy of Jefferson College that no person shall, on the basis of age, ancestry, color, creed, disability, genetic information, marital status, national origin, race, religion, sex, gender identity or expression, sexual orientation, or veteran status, be subject to discrimination in employment or in admission to any educational program or activity of the College. In compliance with Federal Rules and Regulations, Jefferson College has adopted a procedure for resolving complaints of discrimination. The procedure is available to any Jefferson College student, employee, or applicant who feels that he or she has been discriminated against in employment, student programs, or student activities.

Diversity Statement

Jefferson College is a community leader dedicated to supporting and promoting diversity through opportunities and experiences that foster a culture of respect, inclusiveness, and understanding for everyone in the campus community to engage in a diverse world.

Location: Hillsboro, MO, US

Posted Date: 11/22/2024