Substitute Administrative Assistant

Administrative Assistant IThis posting is to create a pool of qualified applicants for the current and/or upcoming academic year. While the department may not be actively recruiting at this time, applicants who meet all minimum qualifications and have submitted complete application materials will be contacted if a substitute position becomes available.Summary DescriptionPerforms a variety of difficult and complex general administrative, and clerical duties in support of assigned area.Distinguishing CharacteristicsThe Administrative Assistant I classification is distinguished from the Administrative Clerk classification by the performance of the full range of general administrative and complex secretarial duties including recording and taking meeting notes, purchasing and budgeting.Supervision Received and ExercisedReceives general direction from appropriate supervisor; checks with supervisor regarding non-routine assignments. May provide technical and functional direction to assigned student workers.Representative DutiesThe following duties are typical for this classification.Performs a variety of administrative support duties to assist the supervisor in meeting reporting requirements, functional responsibilities, and research objectives; informs assigned supervisor and others of essential timelines; coordinates the flow of activities through the office in relation to priorities and schedules.Develops and maintains assigned calendars, schedules, and appointments; coordinates and arranges meetings; coordinates activities with other areas.Interacts and relays information, questions, and decisions regarding supervisor's area of assignment; responds to routine questions and requests for information; prepares preliminary responses for assigned supervisor's approval.Provides support for supervisor in meetings and committees as assigned; attends meetings and take notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate.Performs a variety of clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; receives and processes invoices; maintains a variety of accounting records, logs, and files; compiles information and data for statistical and financial reports; checks and tabulates data.Assists supervisor in budget administration; tracks budget activity and resolves budget issues and problems; posts, monitors, and tracks invoices and other expenditures; prepares purchase requisitions.Assists in payroll processing functions for assigned area including to prepare payroll forms and maintain records for timesheets and various authorizations.Orders supplies and equipment as needed; oversees their timely receipt and storage; schedules maintenance and repairs as needed.Responds to routine questions and requests for informationEstablishes and maintains, interrelated filing systems; collects, compiles, and records narrative, statistical, and financial data and other information; researches and verifies information as requested.Types, formats, proofreads, duplicates, and distributes a wide variety of correspondence, reports, notices, schedules, lists, forms, and other materials.Assists in preparing Board agenda items in assigned area and provides supporting documents as necessary.Receives mail and identifies and refers matters to the supervisor in order of priority.Enters, updates, corrects, and extracts information; maintains and generates reports from a database or network system.Performs other duties related to the primary job duties.Core CompetenciesAnalyzing and Interpreting DataApply sorting, coding and categorizing rulesAnalyze dataRead reportsDraw meaning and conclusions from quantitative and/or qualitative dataCustomer FocusAttending to the needs and expectations of customerSeeks information about the immediate and longer term needs of the customerAnticipates what the customer may want or expect in a product or serviceWorks across organizational boundaries to meet customer needsReading ComprehensionUnderstanding and using written informationKnows the meaning of printed words; comprehend the literal meaning of textMake interpretations, applications, deductions, inferences, extrapolations from written informationProfessional and Technical ExpertiseApplying technical subject matter to the jobKnows the rudimentary concepts of performing the essential technical operationsCritical ThinkingAnalytically and logically evaluates information to resolve problemsFollow guide, SOP or other step by step procedures for locating the source of a problem and fixing itMay detect ambiguous, incomplete, or conflicting information or instructionsAttention to DetailFocusing on the details of work contentShows care and thoroughness in adhering to process and procedures that assure qualityApplies knowledge and skill in recognizing and evaluating details of workApplies skilled final touches on productsUsing TechnologyWorking with electronic hardware and software applicationsUsing basic features and functions of software and hardwareExperiments and finds novel uses for standard features and functionsAdds, improves, modifies, or develops features and functionalityTeam Work/Involving OthersCollaborating with others to achieve shared goalsEngages others for suggestions and ideasWritingCommunicating effectively in writingUsing correct writing mechanics including spelling, vocabulary, grammar, syntax, punctuation, capitalization, sentence structureLogically orders and structures ideas and progression of thoughtAdaptabilityResponding positively to change and modifying behavior as the situation requiresAccept and adjust to changes and the unfamiliarInnovationImagining and devising new and better ways of doing thingsFix what is broken; find solutions and fixes with resources at handFinds new approaches to performing familiar tasksCreate and invent new ideas; envision the unexpected, unexplored, untriedListeningComprehend and verbal instructions and orally presented informationRecalls or retrieves key points in a conversationListen actively by rephrasing others' input cogently and accuratelyValuing DiversityShows acceptance of individual differencesWelcomes input and inclusion of others who may be different from oneselfShows understanding and empathy for the challenges of groups seeking inclusion or dealing with perceived discrimination**Lead, Advanced or Senior Level PositionsQualificationsEducation/Training: Equivalent to the completion of high school.Experience: Three (3) years of responsible secretarial experience involving a high level of public contact.Physical Demands and Working EnvironmentThe conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; possible exposure to dissatisfied individuals.Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to occasionally lift, carry, push, and/or pull light to moderate amounts of weight up to 25 pounds; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.Hearing: Hear in the normal audio range with or without correction.Employment RequirementsThe person selected for hire will be required to complete the following pre-employment requirements:Submit to and successfully pass DOJ live scan/fingerprinting. Cost of live-scan services to be borne by candidate.Sealed official transcript(s