Position Title: Administrative Assistant III
Dept: Financial Services
Employee Status: Full-time
Type: Educational Support Personnel
Grade: 10
Salary: $34,021 - $37,797
FLSA: Non-exempt
Issued: May 2000
Revised: 7-04; 7-12; 2-16, 9-17

Application review will begin immediately and continue until the position is filled.

Application Process: Complete online application at ww.rockvalleycollege.edu/employment ; include cover letter and current chronological resume.

Please note: Candidates who progress to the final stage in the interview process will be required to successfully complete and pass the following computer-based tests: Keyboarding, Spelling, Word 2010-Intermediate, Excel 2010, Access 2010 and PowerPoint 2010.

Reporting Relationships

Reports to: Supervision is received from the Vice President/Chief Financial Officer, Financial Services.

Supervision Exercised: Supervision may be exercised over support staff and student workers.

Job Summary
Under the direction of Executive Management staff, perform administrative and office support activities for senior level administrators. This position requires a strong commitment to confidentiality.

Essential Duties and Responsibilities include the following.  Related duties may be assigned.

1. Attend meetings and record the minutes.
2. Compile, transcribe and distribute minutes of the meetings.
3. Discreetly screen calls.
4. Handle confidential matters, including conversations, documents and correspondence as necessary.
5. Make travel and meeting arrangements as necessary.
6. Prepare professional reports and financial data using a variety of software programs.
7. Effectively track and maintain department budgets.
8. Deal with customers to the college in professional and discreet manner.
9. Handle confidential correspondences as appropriate.
10. Provide consultation to complex projects to other staff as necessary.
11. Conduct appropriate financial transactions.
12. Provide research on information as directed.
13. Coordinate various office support services through interaction with other departments.
14. Prepare invoices, spreadsheets, reports, memos, letters, financial statements and other documents.
15. Independently prepare professional responses to correspondences.
16. Interpret policies and procedures as established by superiors.
17. Arrange conferences and committee meetings.
18. Attend board meetings as requested.
19. Available to attend functions and meetings during times other than the normal business day, including evening/weekends.
20. Direct visitors, field phone calls and multi-task.
21. Submit requisitions for disbursements as necessary.
22. Regular attendance is expected.
23. Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.

Specific Duties and Responsibilities

1. Open college mail (those envelopes that are not addressed to specific departments or individuals) and redistribute as necessary.
2. Primary liaison with College’s Property, Casualty & Liability insurance, worker’s compensation insurance and student athlete insurance
3. Processes all College’s Property, Casualty & Liability, worker’s compensation and student athlete claims
4. Contract management for all College’s multi-year contracts

Knowledge, Skills, and Abilities

1. Ability to accurately deal with difficult dictation.
2. Ability to perform difficult clerical tasks.
3. Ability to provide supervision.
4. Knowledge of business and management practices.
5. Knowledge of administrative and clerical procedures.
6. Must use independent judgment to problem solve.
7. Must possess the ability to keep information confidential.
8. Exceptional interpersonal skills are required.
9. Effective oral and written communications skills.
10. Ability to work with a diverse population.

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, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications

Associate’s degree in, accounting, finance, or business or related field required along with 2+ years of related experience in an executive administrator assistant position.  Experience in processing property, casualty and liability claims, workers compensation and student athlete insurance claims and management experience strongly preferred. Ability to use independent judgment and function autonomously. Effectively interact with people from diverse backgrounds. Advanced skills in Microsoft Office Suite software, and transcription skills. Exceptional grammatical, composition and communication skills. Possess the ability to supervise and train others. Clerical and supervisory/administrative experience beyond minimum requirements preferred.