Administrative Assistant to the Vice President of Finance and Operations (STF2770)

RESPONSIBILITIES:

Essential Functions – 

• Provide document processing, records management and general secretarial support to the Vice President of Finance and Operations, and Accountant.
• Prepare bid proposals for equipment and supplies and maintain records for proposals, prepare bid recommendations for board meetings, and purchase orders and correspondence for the Vice President of Finance and Operations.
• Maintain records of lease/ownership for HutchCC property and business office files, such as contracts, policies and procedures and open records requests.
• Maintain rental property records and reports.
• Maintain file of HutchCC insurance policies and maintain property, vehicle and equipment records for insurance coverage.
• Maintain information file for HutchCC vehicles, purchase tags, assign K-tags, transfer titles and maintain registration and insurance.
• Maintain student, visitor and vehicle accident report files, file insurance claims when necessary.
• Obtain and maintain information on drivers of HutchCC vehicles, including records in PoolCar database.
• Record meeting minutes for various committee and departmental meetings.
• Submit maintenance/repair requests and maintain/reorder supplies for office kitchen.
• Edit policy and procedure documents in the College’s electronic document storage system, DragonDocs.
• Assist with maintaining Fixed Asset accounting by alerting Accountant of board-approved purchases and surplus requests, assign appropriate tags and maintain database of assets and file of photographs.
• Schedule events on Parker Student Union and Amphitheater calendars and send weekly reports to affected staff. Also assist Vice President of Finance and Operations with calendar scheduling.
• Schedule, provide notice and prepare packets for annual EFARC meetings and maintain record of minutes.
• Arrive on time for work, attend work regularly, and successfully complete the responsibilities of the position.
• Comply with HutchCC policies, procedures and practices.
• Serve actively on HutchCC committees.

Secondary – 

• Perform other responsibilities as assigned by the Vice President of Finance and Operations.
• Offer assistance to and act as back-up for other Business Office functions/jobs.

QUALIFICATIONS:

• High school diploma or equivalent required; Associate degree preferred, especially in secretarial science or related field.
• Able to be bonded.
• Demonstrated competence through education and/or work experience in the following skills: Computer: keyboarding, word processing, data entry, Poise Software, spreadsheets, Access, Excel, and other window based programs; calculator/adding machine operation, filing and record keeping.
• General familiarity with secretarial science and business office practice and procedures, as indicated by relevant experience and/or education.
• Proven ability to: work efficiently, accurately, and reliably; exhibit appropriate professional standards of personal conduct on the job, communicate effectively and tactfully with a wide variety of people; and handle information in a confidential manner.
• Physical requirements include the ability to sit or stand in front of a computer screen for extended periods of time; perform hand motions for keyboarding, operating computer, answering telephones, and other office equipment; excellent verbal, written and listening skills; see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; use appropriate judgment and to apply tact and courtesy in difficult situations; understand words and respond effectively and appropriately; accurately follow written and verbal instructions, work independently; sedentary/indoor work environment with a substantial amount of keyboarding required.
• Mental requirements include the ability to learn and comprehend basic instructions about the position.
• Physical and mental qualifications must be performed with or without a reasonable accommodation.
• The qualifications listed are guidelines for selection purposes; alternative qualifications may be substituted if sufficient to perform the duties.

HOURLY RATE of PAY AND STATUS:

The hourly rate of pay is commensurate with qualifications as determined by the HutchCC administration.  This full-time support staff position is 12-months annual, benefit eligible, at-will, and nonexempt.