Bookstore Assistant, Part Time s2

ADMINISTRATIVE ASSISTANT III BUSINESS SERVICES ILLINOIS VALLEY COMMUNITY COLLEGE

Reports to: Vice President for Business Services and Finance

I. POSITION SUMMARY: The Administrative Assistant III for the Business Services and Finance office is responsible for performing the daily administrative operations of the office and assisting the Vice President of Business Services and Finance.

II. ESSENTIAL DUTIES AND RESPONSIBILITIES: A. Perform complex office management and secretarial supervisory functions using independent judgment in a highly confidential setting. B. Prepare correspondence and financial, statistical, narrative, and other reports, following established protocols and procedures. C. Administer the College’s scheduling program and schedule all special events for both internal and external groups. D. Ensure accurate and timely entry of new assets and the removal of obsolete and sold assets into Colleague, including follow-up periodic checks of inventory. E. Ensure accurate and timely submission of all mandated and required reports to the Illinois Community College Board, county clerks, county treasurers, etc. F. Prepare, process, and follow-up all property liability, casualty claims, and athletic injury claims.

III. OTHER DUTIES AND RESPONSIBILITIES: A. Monitor the College’s proximity door access system. B. Assign appropriate proximity door access permissions. C. Prepare and process College required paperwork, including but not limited to requisitions and travel documents. D. Reconcile Accounts Payable, Payroll, and other checking accounts with bank statements. E. Maintain the Business Services Internet and Intranet website. F. Attend meetings and take notes for Business Office weekly meeting, Business Office monthly meeting, and Operations/Safety Committee. G. Coordinate with ITS and Purchasing for e-recycling. H. Arrange, participate in, and implement, as directed, conferences and meetings. I. Perform other duties as assigned.

IV. QUALIFICATIONS: Required  High School diploma or equivalent  3-5 years previous administrative assistant experience  Proficient in secretarial, database and administrative support skills in all domains, with particular emphasis in Microsoft Office, Adobe Acrobat Professional, and relevant technology.

Preferred  Associates Degree in Secretarial Science, Office Technology, or related degree  Previous experience in an institution of higher education  Experience with tax levy filing

Revised May 2013 Page 1 of 2 ADMINISTRATIVE ASSISTANT III BUSINESS SERVICES ILLINOIS VALLEY COMMUNITY COLLEGE

Knowledge, Skills, & Abilities  Strong multi-tasking skills, detailed oriented  Good writing and grammar skills  Excellent ability to assess and prioritize situations in a timely manner  Ability to work independently with minimal guidance

Revised May 2013 Page 2 of 2