PT Administrative Assistant II

PT Administrative Assistant II

MAJOR REPONSIBILITIES:

Essential Job Functions

• Provide administrative support and perform daily general office duties and communication for department lead and staff members.
• Interface daily with administrators, various departments, visitors, staff, and faculty.
• Provide clerical support to various functions within the office during peak periods.
• Work with Coordinator, Grants Management (CGM), Grants Accounting Manager (GAM), Director, Grant Program and Compliance (DGPC), Senior Director, Grants Management (SDGM), and other departments to prepare and collect audit documents required for grant audits and sub-recipient monitoring review/audit as needed.
• Post Journal Vouchers (JVs) and upload supporting documentation into Banner, including monitoring and managing emails from the District Business Office regarding payment notifications. Ensure timely awareness, accurate posting, and appropriate follow-up on all relevant transactions.
• Create and submit requisitions, and maintain records for departmental invoices, supply orders, maintenance work orders, copier service, office relocations, and related needs. Manage office supply inventory and handle shipping of packages as necessary.
• Assist OGM staff for data downloading & collecting, backup documents, and data checking.
• Organize documents in shared drive for the office.
• Collaborate with the Grants Accounting team and District Business Office to prepare and submit cash drawdowns, as well as other related grant reporting requirements, ensuring compliance with established deadlines and guidelines.
• Review and process CRN (Course Reference Number) invoices for payment in coordination with requests from the Grants Accounting team, ensuring accuracy and timely processing.
• Provide assistance with special projects and strategic initiatives to advance departmental objectives and meet operational needs.

Additional Job Functions:

• Other duties as assigned.

REQUIRED/MINIMUM QUALIFICATIONS

Knowledge, Skills and Abilities:

• Compose correspondence independently using good business vocabulary, concise, presentation, and excellent written, editing, researching, analyzing and communication skills.
• Intermediate skill level in Microsoft Office - Word, Outlook, Excel & PowerPoint.
• Excellent time management skills and ability to multi-task and prioritize work.
• Good organization skills and the ability to work under pressure to tight deadlines.
• Attention to detail and problem-solving skills.
• Ability to work with minimum supervision, manage multiple priorities simultaneously and function collaboratively in a team environment.
• Good at absorbing information quickly and positive attitude.
• Ability to interact with all levels of internal leadership as well as other department staff.
• Able to make judgments and decisions to keep office functioning smoothly in absence of supervisor.
• Knowledge of communications media and telecommunications technology.
• Adaptable and able to build rapport with constituents and stakeholders.
• Excellent planning, organizational, and technical troubleshooting skills.
• Excellent verbal and written skills.

Education and Experience:

Required Education:

High School graduate or equivalent (GED)

Preferred Education:

Associate degree in business, accounting, office administration or a related field

Required Experience:

One (1) year of office clerical or administrative support experience; or an equivalent combination of education and experience to successfully perform the essential duties of the job.

Preferred Experience:

Above experience including one (1) or more years in a higher education environment.

Work Environment:

Office Environment

Physical Activity:

Lifting up to 50 pounds of force

Keyboarding

Salary Grade: CLERI

Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule

Requisition Number: req5727

Posting Close Date: 6/16/2025