Finance Administrative Assistant

Posting Number:

Staff_0402724

Classification Title:

Secretarial/Clerical

Working Title:

Finance Administrative Assistant

Datatel Position ID:

VPFI5ADMASST0A

Annual Hours:

2080

Placement Range:

$31,200 - $38,480

Position Type:

Regular

Job Category:

Non-Exempt (Secretarial/Clerical)

General Description:

The Finance Administrative Assistant is responsible for performing a variety of administrative functions as well as clerical duties in support of the Office of the Chief Financial Officer and Finance Department Directors.

Reports To:

Chief Financial Officer

What position(s) reports to this position?:

None

Minimum Education/Experience:

Two (2) years experience working in an office environment.

Demonstrated organizational skills and attention to detail.

Demonstrated ability to manage multiple priorities.

Positive human relations and communication skills

Demonstrated ability to maintain confidentiality and a professional demeanor.

Proficient with Microsoft Office or similar software

Required Knowledge, Skills & Abilities:

Ability to work both independently and cooperatively with others, take direction well, coordinate resources, solve problems, and reliably complete assigned projects.

Must have strong verbal and written communication.

Ability to multitask and prioritize in an organized and efficient manner to meet all deadlines and organizational goals.

Ability to create and maintain accurate records.

Ability to define problems, collect data, establish facts, and draw valid conclusions.

Must be able to approach tasks with critical thinking and communicate questions and concerns to leadership.

Must be punctual and reliable.

Ability to work in a confidential and professional manner.

Physical Demands/Working Conditions:

1. GENERAL PHYSICAL REQUIREMENTS:
Sedentary work: The person in this position may occasionally exert up to 10 pounds of force to grasp, lift, carry, push, pull or otherwise move objects.

2. PHYSICAL ACTIVITIES:
This position requires the person to frequently communicate with and listen to administration, staff, faculty, students, and others to perform the essential functions of the position. Must be able to exchange accurate information in various situations.

This position frequently requires the person to operate a computer, other office equipment, and mobile devices to perform the essential functions of the position.

This position requires the person to frequently operate equipment that involves repetitive motions of hands and wrists.

3. VISUAL ACUITY:
This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.

4. WORKING CONDITIONS
This position performs the essential functions in an indoor, office setting.

Preferred Qualifications:

Clerical and/or administrative experience.

Basic Accounting experience.

Microsoft Office experience with proficiency in Word and Excel.

OnBase/scanning or similar electronic filing experience.

Work Hours:

Monday through Friday 8:00 AM to 5:00 PM, with occasional evening or weekend hours required.

Department:

Chief Financial Officer

Job Open Date:

04/30/2021

Open Until Filled:

Yes

HR Contact:

Jordan Mannell

Job Duties (Position Specific):

(The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
Assist and coordinate a smooth running and efficient department of the Chief Financial Officer (CFO).
Serve as Liaison to Finance Directors and employees to help ensure effective communication.
Provide organizational, administrative, and technical support of a varying nature to the CFO by performing a broad range of projects and assignments. Completion of such assignments involves the collection of data and preparation of reports for the CFO’s approval.
Advise the CFO on significant matters and support the other members of management in the achievement of their goals and operational purposes. Maintain relationships with all departments for effective and efficient operation. Make suggestions for improving systems and procedures.
Coordinate input from Finance staff for activities delegated to them by the CFO, including following up on requests, compiling of information gathered, and ensuring compliance with both internal and external deadlines.
Alert the CFO of situations or significant matters that could develop into problems and may require his/her attention.

Job Duties (Duties Assignment Statement):

Coordinate flow of paperwork, verifying accuracy of detail, and forwarding for CFO’s signature.
Develop agenda, provide support materials and take notes for staff meetings, project meetings, and other meetings as assigned by the CFO. Distribute notes in a timely manner.
Assist specific finance departments (Bursar, Budgeting, etc) with staff meetings, either manning desks and phones or taking minutes as needed.
Use appropriate word processing, spreadsheet, database, and graphics software to prepare correspondence, statistical, and informational reports, forms, and other documents, independently or with limited instruction, and make appropriate distribution.
Prepare operational forms as necessary to ensure the effective functioning of the office. Coordinate incoming and outgoing flow of correspondence, documents, etc., in an efficient, expedient, and secure manner.
Make travel arrangements – including airline reservations, hotel reservations, and registrations for Finance departments. Create corresponding travel requisitions.
Maintain a comprehensive filing system to ensure easy accessibility to documents. Ensure proper control and security of all files.
Coordinate and supervise special projects, events, and functions as assigned by the Finance Department.
Prepare Requisitions, Help Desk Tickets, and additional administrative duties as assigned.
Pull and scan documentation for audits, projects, and reporting.
Creating files and maintaining an organized paper filing system. Including but not limited to, new year set up, boxing older data, logging and inventorying files to be stored offsite, preparing older information for destruction.
Scanning and electronically filing, in an organized manner, invoices, purchase orders, vouchers, quotes, contracts, journal entries, payroll registers and other documents as requested.
Mailing time sensitive materials, including but not limited to: grant applications, 1099s, 1098s, W-2s, yearly audit reports, and other specific items.
Updating spreadsheets across different teams as needed for tracking of contracts, forms, applications and maintaining staffing report.
Assisting Purchasing department with closing purchase orders for year.
Typing desk procedures from handwritten notes.
Assisting with physical inventory of the finance department.
Reviewing procedures and documentation for outdated material and bring to the attention of the appropriate finance area for updates.
Assisting with centralized office supply stock across entire finance department.
Schedule/organize departmental events like staff birthdays, OCCC anniversaries and other special occasions as needed.
Printing mailers, letters and notifications on letterhead.
Perform general administrative assistant duties to include answering telephone, greeting and directing office visitors appropriately, sort and distribute mail.
Coordinate with various departments throughout the college for Finance Department needs.
Perform all other duties as assigned.

Job Duties (Safety / Policy & Procedures):

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.
Contribute to a safe educational & working environment.
Adhere to established safety and health procedures and practices of providing injury and illness prevention for self and others.
Complete quarterly health and safety training pursuant to OCCC’s established safety and health procedures and practices.
Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.

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