ADMINISTRATIVE ASSISTANT

SUPPORT SERVICES – FINANCE DEPARTMENT

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JOB TITLE: ADMINISTRATIVE ASSISTANT

POSITION TITLE: ADMINISTRATIVE ASSISTANT I

GENERAL SUMMARY

Assists with preparing accounting journal entries
Assists with audit correspondence
Drafts letters, memos and other documents using personal computer and word processing software
Creates Excel spreadsheets and databases and inputs data
Screens telephone calls, personally responding to routine requests for information and directing other calls to proper office or personnel
Copies/faxes documents
Distributes incoming mail
Reviews outgoing materials for grammar, spelling, required signature and conformance with established policies and procedures
Creates and maintains files of documents and correspondence
Updates various internal reports, collects and compiles data and performs follow-up as necessary
Other duties may be assigned as required

KNOWLEDGE

High school graduate or equivalent plus additional secretarial and business coursework or equivalent training
Minimum of four years experience
Basic understanding of financial statements and reporting including a working knowledge of grant and project accounting
Must have two years of experience using a sophisticated financial accounting software package, such as IFAS
Position requires mastery of Microsoft Office Systems, including Word, Excel, Access, Outlook and PowerPoint
Excellent verbal and written communication skills using proper grammar and spelling for completion of correspondence and required forms
Must have excellent phone etiquette and be able to communicate with coworkers, the general public, industry and governmental representatives
Must have basic understanding of filing systems

LICENSE

Valid Texas Class “C” Operator Driver’s License

PHYSICAL EXERTION

Requires frequent lifting of up to 20 pounds. Requires frequent walking, standing, sitting, reaching, lifting and carrying, and frequent ascending/descending stairs. Requires frequent operation of office equipment such as photocopier, telephone, facsimile, calculator, or data entry devices. Requires frequent sorting, filing, shelving and otherwise handling documents or books, file drawers, and related materials and equipment required for clerical operations. Operation of a vehicle with automatic transmission.

ENVIRONMENTAL EXPOSURE

Indoor is climate controlled with normal office environment including acceptable lighting, temperature, and air conditions. Requires frequent use of a video display terminal. May be exposed to fluids, compounds and/or chemicals used in cleaning offices and/or work areas and for photographic or photocopier development or reproduction. May experience occasional outdoor exposure to significant levels of heat, cold, moisture and air pollution as well as nature’s dust, mists, vapors, fumes and other pollutants.

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