JOB SUMMARY:

To provides clerical, secretarial, and office administrative support to a process or area ensuring operational administrative process continuity.

MAJOR DUTIES / CRITICAL TASKS:

(Financial related tasks)

• Verifies expenditures and reconciles errors on area accounts.

• Maintains detailed reports and records of account data.

• Types account statements, invoices, and periodic reports regarding billing for services provided by the process.

• Maintains inventory of needed supplies for designated support area and processes requisitions for routine purchases utilizing on-line ordering system.

• Performs all purchasing procedure tasks including Procurement Card in accordance with institutional policies and procedures.

• Arranges travel and enters information in on-line system to process employee reimbursements and check requests ensuring compliance with institutional policies and procedures.

• Processes reimbursements, check requests, and IDT’s in on-line system.

(HR related tasks)

• Coordinates and enters employee time and attendance utilizing on-line reporting system verifying the correctness and completeness of data entered.

• Assist in the development of process and functional area policies and procedures.

(Software related tasks)

• Types and proofreads documents from shorthand notes, Dictaphone machine, or rough drafts utilizing personal computer skills.

• Composes routine correspondence and memorandums in appropriate business letter format.

• Proofreads all completed assignments for grammar, format, and structure.

• Creates and maintains databases and spreadsheets.

• Creates overhead / slide presentation materials.

• Stays current with evolving office technologies.

(Clerical tasks – filing, scheduling, reporting, etc.)

• Assists in the development of office record keeping systems

• Maintains process/area files in accordance with the current Record Retention Schedule.

• Coordinates record retention activities.

• Schedules, coordinates, and organizes appointments, meetings, and rooms.

• Coordinates meeting notifications and prepares agendas.

• Performs recording secretary duties for committees or team meetings (i.e., prepares agendas, minutes, and reminders).

• Compiles data for necessary reports and runs routine reports.

• Performs radio-dispatch functions.

(Customer Service)

• Handles routine questions regarding policies, procedures and operations of the process or area.

• Responds to routine customer processing requests.

• Works with external customers to provide/receive information

(Miscellaneous)

• Participates in special projects.

• Trains other team members.

• Good overall knowledge of Administrative Support Associate skills listed below.      

• Adheres to internal controls and reporting structure.

• Performs related duties as required.

REQUIRED EDUCATION / EXPERIENCE:

High school diploma or equivalent and 2 years of office related experience.

Ability to type 40 wpm and pass the spelling test with 85% accuracy.

EQUIPMENT:

Basic office equipment

WORKING ENVIRONMENT:

Standard office environment 

OTHER:

Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code.

ANY QUALIFICATIONS TO BE CONSIDERED AS EQUIVALENTS IN LIEU OF STATED MINIMUMS REQUIRE THE PRIOR APPROVAL OF THE VICE PRESIDENT FOR HUMAN RESOURCES AND EMPLOYEE SERVICES.