JOB SUMMARY:

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

MAJOR DUTIES / CRITICAL TASKS:

(Financial related tasks)

• Assists with budget functions including the preparation and maintenance of the process budget and accounts.

• Performs budget tracking and handles accounts payable.

• Updates and produces statistical and financial reports for functional area.

• Serves as Petty Cash Custodian for designated functional area.

• Serves as Accountable Property Officer for designated support area maintaining property accounting records including the acquisition of new or disposal of obsolete equipment and conducts annual physical inventory of capital equipment.

(HR related tasks)

• Verifies and reconciles payroll issues.

• Key Control Officer for functional area.

• Prepares confidential employee relations documentation and correspondence.

• Processes electronic personnel transactions according to institutional policies & procedures.

• Uses discretion and judgment in answering inquiries from staff regarding confidential information.

• Handles routine inquiries regarding policies and procedures of the functional area.

(Software related tasks)

• Composes, transcribes, types, and proofreads highly technical and confidential material.

• Creates complex office documents, such as presentations, flow charts, and publications.

• Creates layouts for brochures and other marketing materials.

• Creates, maintain, and manipulates complex databases and spreadsheets.

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

• Develops and monitors area office record keeping systems ensuring compliance with the current institutional record retention schedule.

• Maintains confidential files.

• Serves as liaison with other processes/departments and agencies regarding building services, equipment and maintenance repair, purchasing, and other administrative matters.

• Creates new reports.

• Reviews, evaluates, and questions data clarifying discrepancies.

(Customer Service)

• Interacts with customers toward effective problem resolution.

(Project tasks)

• Coordinates and/or participates in special projects.

• Maintains project timelines.

(Miscellaneous)

• Initiates improvements in work process/environment.

• Provides team support regarding work priorities/work flow, administrative support expertise, problem resolution/troubleshooting, training, and coaching of 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 4 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.