Position Details

Classification Information

Classification TitleSenior Administrative SecretaryRegular/TempRegularFull-time/Part-timeFull-TimePosition Notes

All part-time and temporary positions must abide by the ACA rules and regulations. In addition, part-time positions must abide by Valdosta State University regulations including allowed hours worked.

Position Information

Position TitleSr Admin SecretaryJob Search IdentifierStaffProposed Salary$29,200General Summary of Responsibilities

This position will be responsible for providing administrative support to ensure the efficient operation of the Accounting, Procurement and Bursary offices. This position will support managers and employees through a variety of tasks related to organization and communication. The individual will be responsible for accepting all incoming calls and inquiries for departmental staff in a polite, courteous and professional manner and assigning all calls and inquiries in a timely manner. And will oversee budgets for the departments, including spending projections for current and future fiscal years as well as cost projections and analysis. Other duties as assigned.

Required Qualifications

Completion of Associate degree

2 – 3 years’ experience in administrative field.

Preferred Qualifications

Completion of Bachelor’s degree in Administrative Assistant or related field.

Physical Requirements

Ability to perform the essential functions of the position with reasonable accommodation.

Ability to communicate with reasonable accommodation.

Compliance Requirements

Position Requires completion of VSU’s Annual Compliance Training course (such as State Business Transactions, Drug Free Workplace, Anti-Harassment Policy, Introduction to Information Security, Workers Compensation, Motor Vehicle Policy, USG Ethics Policy, Conflict of Interest/ Outside Activities Policy, Leave Procedures for Faculty and Staff, Georgia Open Records Act, Family Educational Rights and Privacy Act (FERPA), and Contracts 101. Supervisory positions require training in FMLA and Worker’s Compensation.

Position Requires a Criminal Background Check.

Position May Require Credit Check (if using P-Card, working with Cash, etc.).

Position Full-Time/Part-TimeFull-Time, fully benefited (30+ hours)Standard Hours40 Essential Duties of the Position

The duties below reflect 90% of the employee's responsibilities. There is an additional 10% reserved for professional development and any other duties that may be assigned.

Job Duty

Reception:
5% Greet employees, students, visitors to the office in a professional and friendly manner.

5% Responsible for all administrative inquiries for departmental staff as well as for others, both on and off campus.

5% Hire, supervise and manage student employees for the Accounting and Procurement office.

2% Sort, prioritize and handle all mail for the department.

1% Distribute informational emails campus wide as needed.

3% Schedule meetings within department and with other campus staff members.

Percentage Of Time21 Essential Duties of the Position

The duties below reflect 90% of the employee's responsibilities. There is an additional 10% reserved for professional development and any other duties that may be assigned.

Job Duty

Office Administration:
5% Responsible for maintaining and reconciling leave records and balances on all departmental employees and compile report monthly.

5% Prepare agendas for manager and staff meetings and supporting materials such as departmental metrics and reports for distribution. Send out minutes for approval after each meeting.

3% Make travel arrangement and registration for department.

3% Review, update and maintain departmental web pages on a regular basis, and send out emails quarterly, each semester, annually (both calendar and fiscal), as applicable to staff for review of updating the website specific to their job duties.

2% Oversee all records retention efforts to include scanning, indexing and storing critical records and the storage and recording of other records for the entire department.

2% Maintain emergency contact information for all departmental employees.

2% Update procedures for the position as operations dictate.

8% Maintain training files for all employees within Accounting, Bursary and Procurement. Additionally, maintain departmental metrics and report for managers.

5% Maintain inventory records for equipment items, resource inventory, departmental lists and information sheets.

8% Maintain supply inventory, ordering and record keeping within budget guidelines.

2% Maintain departmental files.

2% Coordinate all departmental equipment service and repair.

Percentage Of Time47 Essential Duties of the Position

The duties below reflect 90% of the employee's responsibilities. There is an additional 10% reserved for professional development and any other duties that may be assigned.

Job Duty

Assist with Financial Management:
10% Assist Director with budget tracking of expenditures and departmental budget proposals (including review of expenditures and spending projections for current and future fiscal years as well as cost projections and analysis) for Accounting(1490000) and Bursary (1500000).

5% Oversee and maintain annual standing authority to travel for Campus wide employees.

5% Oversee and maintain record of Accounts Payable and Travel correspondence received in the mail.

2% Match and disperse checks when needed.

Percentage Of Time22Posting Details

Posting Details

Posting NumberS00870Desired Start DateOpen Date08/08/2019Close DateReference Requests

Reference Requests

Accept Online ReferencesNoMinimum Requests2Maximum Requests3EEO Statement

EEO Statement

EEO Statement

Valdosta State University is an Equal Opportunity educational institution and has a strong institutional commitment to diversity. In that spirit, we are particularly interested in receiving applications from a broad spectrum of people, including, but not limited to minorities and individuals with disabilities. Valdosta State University has a non-discrimination policy that includes sex, race, color, sexual orientation, religion, age, marital status, national origin, disability, and veteran status.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. What is your highest level of completed education?
   • GED
   • High School Diploma
   • Associates Degree
   • Bachelors Degree
   • Masters Degree
   • Specialist Degree
   • ABD
   • PHD
2. How many years of related experience do you have? Please explain.

   (Open Ended Question)

3. Do you have at least 2 years of administrative experience including supervision of staff, budgetary responsibility, procedural development, metric reporting and general administrative support?
   • Yes as follows
   • No

Documents Needed to ApplyRequired Documents

1. Resume

Optional Documents

1. Cover Letter
2. Unofficial Transcripts