Administrative Assistant Business - Keck Science Department

Location
Claremont, California
Posted
Sep 22, 2017
Institution Type
Four-Year Institution

PRIMARY PURPOSE/GENERAL DESCRIPTION   Provides a broad range of administrative support to faculty and staff of the W.M. Keck Science Department with primary responsibility for all Workday financial transactions and reporting functions of the department.   Duties and responsibilities are varied.  This position requires a high level of confidentiality in working with accounting information, attention to detail, basic knowledge of accounting, and the ability to communicate effectively across a broad range of constituents.  This position acts as the go to person in the department for all Workday information.

ESSENTIAL FUNCTIONS:

  • Perform all Workday accounting functions for the department, including but not limited to entering new supplier records, paying supplier invoices, creating journal entries, creating employee expense reports, and recording cash deposits.  Ensure compliance with applicable expense and purchasing policies of Claremont McKenna, Scripps, and Pitzer.
  • Prepare and submit on a timely basis, approximately 35  departmental purchase card reconciliations and supporting documentation to the Business Office each month
  • Accurately maintain and reconcile the department petty cash fund on a monthly basis. 
  • Provide faculty and staff with accurate and timely financial accounting reports utilizing the Workday Financials system. 
  • Coordinate training for faculty and staff on the use of the Workday Financials system, in cooperation with the Business Offices of Claremont McKenna, Scripps, and Pitzer.
  • Create purchase orders for the department, and reconcile outstanding purchase orders with supplier invoices received.
  • Coordinate requests for quotes from department suppliers, as required by College policy or federal grant regulations.
  • Review federal grant expense reimbursement requests for compliance with College policy and federal grant regulations prior to submission.  Coordinate with the Business Offices on all post-award federal grant financial reporting, equipment inventory, and time & effort reporting.
  • Maintain an internal database for departmental research grant activity.
  • Maintain records of student summer research funding. 
  • Maintain records of student thesis expenses.
  • Authorize and maintain all expenses within all Individual Faculty Accounts (IFAs) and faculty start up accounts.
  • Other duties as assigned.

QUALIFICATION STANDARDS:

EDUCATION:  High School Diploma, GED or equivalent combination of education and experience is required.  Bachelor’s degree or some college course work in Business and Office Technology, Administrative Support Technology, Clerical Studies or related fields is preferred.

EXPERIENCE:  A minimum of two years of administrative support experience with increased responsibility in office management and/or accounting support is required.  Specific experience in finance and budgets.  Workday experience is required.  Proficiency in MS Office is required.  Ability to learn new systems.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:  Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

  • Requires proficiency with MS Word and Excel.
  • Requires proficiency with a timekeeping system such as Kronos and a financial accounting system such as Workday Financials.
  • Must possess basic knowledge of accounting and purchasing functions.
  • Must be highly organized; possess attention to detail. 
  • Ability to meet deadlines and multi-task.
  • Ability to exercise a high level of discretion when dealing with confidential and sensitive information.
  • Excellent oral and written communication skills.  Interact well with a diverse community.
  • Ability to work independently.
  • Mathematical ability to calculate payroll information, bills and accounts. 
  • Ability to take and follow directions.
  • Ability to work cooperatively with others.
  • Ability to receive and respond appropriately to constructive  criticism.
  • Ability to display a positive attitude.

    OTHER:

    HOURS:   The regular hours for this position are 8:00 a.m. to 5:00 p.m., Monday-Friday.  Hours may vary and included overtime due to the needs of the department.

    CLASSIFICATION AND STATUS:  This is a full-time, 12 months per year, benefits-eligible, non-exempt position.

    IPEDS Category Job Code:    43-0000 Office and Administrative Support Occupations

    Physical Requirements:  Light (up to 20 lbs.)

    GROOMING AND APPEARANCE:  The Claremont Colleges seek to maintain a neat and professional image at all times. 


    LICENSES: A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required.
     

    BACKGROUND CHECK:  The successful candidate will be required to undergo a full consumer background check.  Certain positions will require the successful completion of a post-offer physical agility test.  Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

    ADA/OSHA:  This job description defines the essential or fundamental job duties of this position.   It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

    DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.  When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.