Executive Administrative Assistant

Job Classification
Pay grade level: Grade 12
Compensation:  $41,325 - $56,822. Compensation will be commensurate with education and experience.
Employee category: Staff
Position Type: Full-Time
FLSA status: Non-Exempt

Position Details
Job Code: FF050FTNEAA
Department: Financial Services
Division: Financial and Facility Services
Reports to: Chief Finance Officer
Positions Supervised: None
Location: Primarily Main Campus, but any other college location as assigned by the appropriate administrator

Job Purpose
The Executive Administrative Assistant is responsible for providing administrative support services to the Chief Finance Officer and for general office support.

Position Description

• Administrative point of contact between the Chief Finance Officer and internal/external clients
• Greets visitors to the office in a friendly and professional manner and assists visitors when needed
• Coordinate correspondence by telephone, computer and in written form
• Performs general administrative duties, scanning, copying, faxing, filing and data entry and proofreading various documents to ensure accuracy
• Process and distribute incoming and outgoing mail
• Answer telephone calls, receive and relay messages
• Oversee and order inventory of departmental supplies
• Enter requisitions for payment on the e-purchasing system
• Processes Employee Tuition Waivers (Scholarships) pursuant to College Policy
• Supports the Board of Trustees Finance Committee meetings including preparing meeting minutes
• Provide notary public services to employees; order and update notary information for all KCKCC notaries
• Order and distribute Kansas Turnpike tags and maintain updated turnpike lists
• Distribute Visa cards for College fleet vehicles for gasoline purchases, keep a log of those taking visa cards when using college vehicles, and reconcile receipts
• Prepares summary reports and tracks data as requested by the Chief Financial Officer
• Coordinate meeting and event scheduling through Ad Astra
• Performing other duties as required and/or assigned by the Chief Finance Officer

Knowledge, Skills, and Abilities

• Possess strong working knowledge of processes, language, and data necessary to perform daily tasks
• Maintain proficiency in Ellucian, the college’s operating system
• Possess a working knowledge of computer skills, including Microsoft software
• Maintain confidentiality of records and information; maintain complex and confidential digital filing system
• Maintain effective communications with other offices, staff, students, faculty, and the public; greet visitors to the office; answer telephones; provide routine information and direct visitors to appropriate offices/individuals
• Proficiency in use of Microsoft Word, Excel, Email, Internet
• Proficiency in grammar, spelling, and proofreading
• Demonstrate professionalism and exceptional customer service with internal/external clients
• Must work well individually with minimal supervision and work well with others
• Dependable, trustworthy, and confidential

• High school diploma or equivalent
• Three (3) years administrative/office manager or customer service experience
• Keyboarding at 60 wpm (words per minute) with accuracy

Preferred Qualifications and/or Education

• Associates degree or college coursework in office management, secretarial procedures, computer skills, hospitality management, human relations in a business environment
• A minimum of five (5) years of administrative assistant experience

Work Schedule

40 hours per week, during regular hours of Monday - Friday 8:00 am - 4:30 pm. Must be able to work a variable schedule/hour to meet operational needs. May require evening and weekend hours.