Administrative Assistant I

Administrative Assistant I

JOB CLASSIFICATION

Pay grade level: 10
Compensation: $37,000 - $50,039. Compensation will be commensurate with education and experience.
Employee category: Staff
Department: Finance and Facilities Services
Reports to: Controller
FLSA status: Non-Exempt
Job Code: TBD
Location: Main Campus

SUMMARY

The Administrative Assistant provides comprehensive administrative and operational support to the Controller and the Finance Department. This position serves as a key point of coordination for departmental activities, ensuring efficient office operations, effective communication, and timely processing of financial and administrative transactions.

POSITION DESCRIPTION

- Manage and monitor departmental email accounts and correspondence, responding to routine inquiries and directing communications as appropriate.

- Maintain the Controller's calendar, schedule appointments, coordinate meetings, and prioritize competing commitments.

- Organize and coordinate departmental meetings, including preparing agendas, scheduling meeting space, distributing materials, and recording meeting notes when needed.

- Assist with the preparation, review, and processing of requisitions, purchase requests, vouchers, and other financial documents in accordance with college policies and procedures.

- Prepare invoices, payment requests, and supporting documentation to facilitate accurate and timely financial transactions.

- Track and monitor the status of procurement and payment activities and follow up with vendors and internal departments as necessary.

- Maintain departmental files, records, and documentation in compliance with college record retention requirements.

- Prepare routine correspondence, reports, spreadsheets, presentations, and other administrative documents.

- Assist with budget-related administrative processes, data entry, and document reconciliation as directed.

- Serve as a liaison between the Controller's Office and other college departments, vendors, and external stakeholders.

- Coordinate travel arrangements, event logistics, and special projects as assigned.

- Support audits, financial reporting activities, and year-end processes by organizing documentation and responding to information requests.

- Maintain confidentiality of sensitive financial, employee, and student information.

- Provide general office support and perform other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

- Knowledge of general office administration and business practices.

- Ability to interpret and apply policies, procedures, and guidelines.

- Strong written and verbal communication skills.

- Ability to work independently.

- Ability to listen actively, assess needs, problem-solve, and connect individuals with appropriate resources.

- Strong organizational skills, attention to detail, and ability to manage multiple priorities.

- Ability to work collaboratively and maintain positive professional relationships.

- Ability to learn and utilize new technologies, systems, and processes.

- Professional judgment, discretion, and ability to maintain confidentiality.

MINIMUM QUALIFICATIONS

- Associate degree in Business Administration, Accounting, Office Administration, or a related field; or an equivalent combination of education and experience.

- Two years of progressively responsible administrative support experience, preferably in finance, accounting, higher education, or public sector environment.

- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.

- Experience managing calendars, coordinating meetings, and handling multiple priorities in a fast-paced environment.

- Strong organizational, communication, and customer service skills.

- Demonstrated attention to detail and ability to maintain accuracy when processing financial and administrative documents.

- Ability to handle confidential information with discretion and professionalism.

PREFERRED QUALIFICATIONS

- Experience working in a community college, higher education, government, or nonprofit environment.

- Familiarity with financial management, enterprise resource planning (ERP), procurement, or accounting systems .

WORKING CONDITIONS
While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and occasionally push or lift items. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK SCHEDULE
Standard work hours are between the hours of 8:00 a.m. to 5:00 p.m., Monday-Friday. Must be able to work a variable schedule/hour to meet operational needs. May require evening and weekend hours.

***This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description may be revised upon development of other duties and changes in responsibilities.

KCKCC is an Equal Opportunity Employer