Administrative Assistant, Financial Services

Position Summary :

Perform a variety of administrative support duties to support the Financial Services department of Johnson County Community College (JCCC), ensuring that accounting, budgeting, and financial reporting operations run smoothly and efficiently.

Required Qualifications :

• May assist less-experienced team members.
• Requires 3+ years of related experience.

To be considered for this position we will require an application and resume.

Unofficial transcripts are required for all Adjunct faculty and Faculty positions.

Position Details : Job duties include but are not limited to :

• Support the Chief Financial Officer, leaders, and staff members across the Financial Services departments. Handle operational duties to allow departmental leaders to focus on higher-level strategic tasks.
• Facilitate effective and efficient operations across Financial Services by managing administrative aspects of the day-to-day activities, including relaying messages, facilitating communications, managing the calendar, directing visitors, scheduling meetings, editing and proofreading documents, and handling inquiries.

Responsible for managing itineraries, travel and hotel arrangements, and expenses.

Prepare correspondence, spreadsheets, and other written communications by composing text, typing, proofreading, and finalizing documents.

Reviews uncashed check listing for Accounts Payable to send correspondence.

Plan and compile meeting agendas for Financial / Business Services leadership meetings in collaboration with key stakeholders.

Attend meetings and accurately record discussions, decisions, and action items. Organize and categorize meeting minutes for easy reference.

Return finalized meeting minutes to participants in a timely manner.

Provide administrative support for JCCC’s Procurement Card (P-Card) and travel programs, including processing credit card applications, processing expense reports, reviewing required documentation submitted with credit card transactions, and communicating with departments across campus if additional documentation is needed.

Answer questions regarding procedures and processes related to travel and reimbursement policies of expenses related to same-day travel, overnight travel, candidate travel, and donor expense reimbursement.

• Answer phone calls, transfer callers to the appropriate parties, and take messages in a prompt and courteous manner.
• Enter departmental purchase requisitions by completing the established forms and providing details related to items needed, quantity, specifications, and any other required relevant information.
• Monitor office supply levels and place orders to replenish supplies for the department.
• Initiate and coordinate requests for service and / or maintenance as issues arise.
• Compile and maintain accurate and complete records and prepare reporting related to departmental activities, files, and information.

Reconcile Accounts Payable trial register report and request corrections or cancellations as required. Conduct research as needed.

• Enter data into various systems and spreadsheets with attention to detail and accuracy, including performing the Internal Revenue Service (IRS) matching process for new vendors and completing vendor maintenance requests.
• Duties and responsibilities, as required by business necessity, may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

Scheduling, shift assignments and work location may be changed at any time, as required by business necessity.