FT Administrative Assistant to the Vice President of Finance & Operations bei Johnston Community College, NC

About the Department

Summary 

Performs secretarial duties for the Vice President of Finance & Operations. Assists with Financial Services duties as needed, and aids Financial Services customers.

Position Duties

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Performs general secretarial duties for the Vice President of Finance & Operations. These duties include: receiving, date stamping, and sorting mail, typing and preparing correspondence for the Vice President, answering phone, taking and delivering messages, answering inquiries, maintaining files for the Vice President and Financial Services as needed, and processing outgoing mail.
• Processes all incoming checks to the Business Office which includes: copying, date stamping and logging all checks received into check received notebook, and then

distributing checks to the appropriate personnel.

• Ordering of supplies as needed through E-Procurement.
• Maintains all shared office equipment and keeps office supplies stocked.
• Reconciles and maintains manual receipt books and log.
• Performs supply inventory for the Financial Services on an annual basis.
• Maintains and records receipts books checked out by various departments.
• Provides general support to Financial Services as needed.
• Assists students as needed.
• Backs up the Cashier when necessary.
• Scans all processed checks, journal entries, budget entries, and fund authorities into OnBase.
• Reconcile p-card with Bank of America monthly.
• Performs other duties as assigned.

Supervisory Responsibilities: This position has no supervisory responsibilities.

Minimum Qualifications

Qualifications

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.

Minimum Education and Experience:
Associate's degree in Business, General Office Technology or Secretarial Science and three to five years’ experience in a Financial Services or Business Office setting.

OR
High School degree and five to seven years’ experience in a Financial Services or Business Office setting.

Other Qualifications

Language Skills

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

To perform this job successfully, an individual should have knowledge of Microsoft Word and Excel.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands and fingers, and talk and hear; and is frequently required to walk, sit and reach with hands and arms. The employee is occasionally required to stand, climb, and stoop and/or kneel. The employee must regularly lift and /or move up to 10 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.