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GENERAL SUMMARY OF POSITION:  

Under the general supervision of the Administrator or designee, the Administrative Assistant I coordinates and performs a variety of confidential and complex administrative duties. 

MAJOR RESPONSIBILITIES:

• Coordinate and perform complex and varied administrative tasks requiring independent action and the setting of priorities and procedures
• Prepare correspondence, memoranda, or reports.  Type grants and correspondence for various faculties
• Organize information into spreadsheet format from data collection.  Generate reports in preparation for analysis and graphical display
• Assist with the processing of payroll, personnel action, and other human resource related forms
• Record, prepare, and distribute minutes
• Perform data entry and generate reports
• Arrange travel logistics and coordinate schedules 
• Completes travel advance and authorization forms
• Maintain travel records
• Submit voucher forms with appropriate receipts and information for reimbursement
• Process and track documents such as invoices, payments and requisitions
• Answer phones and screen calls.  Provide information and respond to questions
• Greet visitors; ascertain their needs and provide information as required
• Maintain the appointment book.  Schedule or arrange for conferences, meetings, interviews, appointments, or similar activities
• Review, sort, and file a variety of material.  Set up and maintain filing system as needed.  Provide information as needed
• Order and maintain office and other department supplies
• Open, review, and distribute incoming mail.  Identify priority mail and route accordingly
•  Answer routine correspondence
• Perform other duties as required

REQUIRED QUALIFICATONS:  

• Associate’s degree in Business Administration, or equivalent experience
• 3 years of office, or related experience
• Proficient in Microsoft Office products: Word, Excel, PowerPoint, and Outlook
• Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
• Ability to prioritize and problem solve

SUPERVISION RECEIVED:

Under the general supervision of the Administrator or designee

SUPERVISION EXERCISED: 

None

ENVIRONMENTAL WORKING CONDITIONS:

Usual office environment

Preferred Qualification: Proven PeopleSoft/HR Direct Timekeeping