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Administrative Assistant II, Business Office

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Please see Special Instructions for more details.

Salt Lake Community College will complete a background check on the selected finalist.

Position Information

Position Information

Position Title Administrative Assistant II, Business Office
Open Internally or Externally External
If faculty, tenure track status Not Applicable
Reports to (title) Business Manager/Controller
Department BOF-Controller-3B1
Requisition Number 17118
Position Type Replacement
Job Category Staff
FT/PT Full-time
Initial Work Location
Starting Salary $35,071 - $35,418
Job Open Date 01/09/2018
Job Close Date
Open Until Filled Yes
Priority Review Date 01/24/2018
Job Summary

Under minimal supervision provides general administrative and secretarial support to the Controller and related business offices. Process work of a highly confidential nature. Maintains frequent, professional college-wide and community contacts and relationships. Provides backup assistance and support to the Vice President of Business Services. May supervise work study and part-time employees.

Essential Responsibilities and Duties

Provide general office support to the Controller and related business offices, including Accounts Payable,Payroll and Purchasing; This includes occasional supervision of work study and other part-time employees; process confidential information; disseminate general information to employees, students and others; analyze office systems; implement and explain College policies and procedures; coordinate interoffice, intra-departmental and off-campus communications, including Utah System of Higher Education, State Finance and State Auditor contacts, and various key vendors; maintain frequent contacts and positive relationships with all levels of staff and administration college-wide.
Perform clerical functions including the operation of computer and office equipment to compile, write and edit high-quality finished memorandum, correspondence, reports, email, etc.; input new accounts and maintain account history in the Banner Finance System; grant appropriate index and organization code security access to Banner end-users and provide support to employees with Banner questions and issues; perform research and analysis functions; coordinate, prepare charts, graphs and other clerical support for the Annual Financial reports and other business reports; prepare handouts for departmental training sessions; perform receptionist duties; maintain calendar for Controller; screen calls and relay messages, schedule meetings, make travel arrangements and perform a variety of secretarial functions for the Controller’s office and other related department personnel; take, transcribe and distribute notes/minutes for a variety of meetings; maintain office and Business Controller’s files; review Controller’s mail and handle or distribute as appropriate.
Process fiscal and budgetary documents including departmental requisitions, supply orders, Visa Purchasing Card transactions and reconciliation, supply and equipment inventories, personnel and employment records, monthly and annual expense and budget reconciliations; monitor current operating expense budgets for all departments reporting to Controller and prepare budget reports on current expense, hourly staff and travel expenses for those departments; Act as departmental resource for computer and other equipment questions and problems and provide hands-on training and support to various Business Services employees in resolving problems.
Act as administrative support backup for the Vice President of Business Services Office, which may including taking minutes, scheduling meetings and appointments, phone coverage and answering general Business Services and College-wide questions.
Act as departmental resource for computer and other equipment questions and problems and provide hands-on training and support to various Business Services employees in resolving problems.
Other Duties as Assigned.

Essential Responsibilities and Duties Continued
Preferred Qualifications

Education degree/certification in Office Tech/Management is preferred.

Minimum Qualifications

Two years post high school education.
Three years of related paid full-time work experience.
Additional related education may be substituted with one year of education equal to one year of the required work experience.

Additional related work experience may be substituted with one year of full-time work experience equal to one year of the required education.

Knowledge, Skills & Abilities

General office procedures and methods
Specific departmental and college policies, procedures and operations
Microsoft Office Suite, including Word, Excel, Outlook and PowerPoint
Banner Finance System
Operate computers and other office equipment; Type proficiently and accurately
Follow written and oral instructions effectively
Perform clerical tasks effectively under stress
Research and analyze information
Compose reports and other types of correspondence including charts and graphs
Take, transcribe and distribute notes/minutes Perform duties with minimal supervision Prioritize and organize workload and departmental projects
Supervise,coordinate and schedule activities with others
Work with and safeguard highly confidential information
Relate and communicate well with a variety of people.
Ability to communicate effectively with a broad range of diverse people, ability, culture, ethnic background, to maintain good working relationships across the College.
Ability to work with all groups in a diverse academic, socioeconomic, cultural and ethnic background of community college students, faculty and staff, including those with disabilities.

Non-Essential Responsibilities and Duties
Special Instructions

Salt Lake Community College will complete a background check on the selected finalist.

FLSA Non-Exempt

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you first learn about this position?
    • Newspaper
    • Ethnic Media
    • Chronicle of Higher Education
    • Professional Organization
    • HigherEdJobs.com
    • SLCC Website
    • Referral Agency
    • Workforce Services
    • College Placement Center
    • Friend
    • Employee
    • SLCC Email
    • SLCC HR Office
    • Other (please specify below)
  2. If other referral source, please specify:

    (Open Ended Question)

Required Documents

Required Documents
Optional Documents
  1. Resume / Curr. Vitae
  2. Cover Letter
  3. Letters of Reference
  4. Other Doc