Job Title: Administrative Asst/Reception
FLSA Status: Non-Exempt
Reports to: Director of Administration
Summary: Responsible for the Reception area, administrative duties and accounts payable duties
Primary Duties
- Perform reception duties including answering phones, directing calls and greeting and directing visitors/students/staff.
- Act as the hub of information, the central receiving point of contact. Keep area neat, clean and stocked at all times.
- Update bulletin boards in Administration, keeping data current and relevant
- Update staff photo sheets for distribution around campus and to security
- Assist and support the EVP, Director of Administration, HR Coordinator and other administrative personnel in their day to day requests. This could be letters, forms, copies, filing, labels, and other administrative duties as assigned.
- Input accounts payable into Business Works accounting software after approved by Directors/Managers
- Reconcile invoices to statements from vendors
- Manage the copiers in admin and other buildings. This includes cleaning the glass, making sure paper is stocked and responding to jam notices.
- Filing for Accounts Payable and other filing as needed.
- Cashier for stamps/bus passes/student outgoing packages etc.
- Maintain Petty Cash and give change and/or operate credit card machine
- Run (using company vehicle ON CAMPUS) packages and mail to other buildings and pick up items for Admin.
- Maintain Supplies inventory, prepare purchase requisitions for supplies and disburse supplies as requested.
- Assist in assigning rooms in guest housing, taking payments and logging the transactions
- Work with Events/Commons to assure Campus Calendar is accurate and complete and sent out to concerned parties. Update campus events signage as necessary.
- Assist in annual boxing/shredding and movement of records.
- Stuff envelopes, stamp mail, package items for shipment, disburse mail and packages as they arrive.
- Other duties necessary as occur or assigned
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience:
AA or Technical certificate in Office or Business Administration, or one to two years related experience and/or training or equivalent combination of education and experience.
Language Ability:
Ability to communicate in a pleasant and understandable manner. Ability to write simple correspondence. Ability to speak effectively to internal or external visitors.
Math Ability:
Ability to work with simple mathematical concepts such as addition, subtraction, division and multiplication. Ability to apply concepts such as fractions and percentages, and ratios to practical situations.
Reasoning Ability:
Ability to solve practical problems and deal with a variety of variables in situations where no standardization exists. Ability to listen to and apply instructions. Ability to request guidance as needed.
Computer Skill:
Intermediate level ability utilizing Word processing, Spreadsheets, Database programs, as well as the Internet and Email. Some knowledge of Accounts Payable a plus.
Physical Requirements:
Some lifting and carrying of items weighting up to 25 pounds. Pulling, kneeling and twisting may be required for short periods of time.
Schedule:
Hours are Monday through Friday; 12:00 PM to 5 PM.
Job Type: Part-time
Pay: $17.50 - $18.50 per hour
Expected hours: 25 – 30 per week
Schedule:
Work Location: In person