Administrative Assistant III- VP Finance

Staff

The Administrative Assistant III reports to the Vice President for Finance and Operations. The Administrative Assistant III provides support to the Vice President for Finance and Operations, as well as, providing technical support, and administrative/clerical functions for the Business Office. Duties and responsibilities shall include, but are not limited to, the following:
1. Administrative Assistant to the Vice President for Finance and Operations and Business Office staff. Schedule appointments, maintain the Vice President’s travel, receive all phone calls for the Vice President.
2. Assist the Director of Purchasing and Contracts in entering purchase orders, entering vendor information, scanning vendor information, and all other purchasing aspects, as needed.
3. Open, sort, and distribute the Business Office mail. Deliver outgoing mail to the mail center. Prepare air bill labels for express mail (FedEx). Record all funds received through the mail on the mail log form and deliver to Cashier.
4. Maintain the Business Office calendar in Blackboard.
5. Maintain the general files for the Business Office.
6. Maintain work records of the Vacation/Sick Leave Reports, student worker time sheets, and hourly worker time sheets for all personnel under the Vice President for Finance and Operations each month. Maintain Personnel Action Form (F3.2s) for Business Office personnel.
7. Type letters, memos, and reports (State, Federal, and Board), and compose routine correspondence using MS Word, MS Excel, and Adobe Acrobat. Compose routine correspondence. 8. Make travel arrangements for Business Office staff and type required travel documents, as needed.
9. Enter all Business Office and other Vice President for Finance areas’ requisitions into Self Service Banner (SSB).
10. Assist in developing new forms and updating procedure manuals.
11. Provide support to Business Office staff for various accounting duties, when needed, such as creating accounting spreadsheets, footing spreadsheets, report data entry into spreadsheets, and typing information from rough draft onto State and Federal agency reporting documents.
12. Assist Accounting Staff with annual budget printing, annual financial report printing, and legislative appropriations request printing. Responsible for distribution of final documents to appropriate State agencies and university personnel.
13. Assist with job postings for personnel who report to the Vice President for Finance and Operations.
14. Update and maintain the Finance and Operations Department’s external web page, and update and maintain the Budget, Physical Plant, Purchasing, and Travel channels located in Blackboard. Send out targeted announcements from the Finance and Operations Department via Blackboard. 15. Assist the Accounting Clerk II – AP with invoice data entry or scanning, as needed.
16. Other duties as assigned by the Vice President for Finance and Operations.
17. Maintain supplies used by the Business Office.
18. Update Business Office emergency contact list.
19. Notify maintenance contractors and/or physical plant when service is needed.

High School diploma or equivalent, including or supplemented by courses in business practices, typing, shorthand, and/or transcription. Graduation from Business College or Associate Degree in related field preferred.

Minimum of two years directly related work experience required.

Knowledge of business english, math, and procedures. Proficient in MS Word, MS Excel, and Adobe Acrobat. Type 55 wpm. Ability to prepare effective correspondence on routine matters. Ability to perform routine office management without referral to a supervisor; to make minor decisions in accordance with departmental and college policies and procedures. Ability to establish and maintain effective working relationships with students, faculty, and staff as well as the general public.

This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215.
Lamar State College Orange is an EEO/AA/TSUS Institution.

DOE

AS187P

08/05/2022

08/21/2022

No