FT Administrative Assistant to Vice President of Administrative Services

FT Administrative Assistant to Vice President of Administrative Services

Employer

Halifax Community College
100 College Drive
Weldon, NC 27890
Phone: 252-536-2551

Job Location

100 College Drive

Weldon, NC  27890

Salary/Grade

Commensurate with experience

Benefits

State of NC

Job Category

  • Clerical

Application Period

Opens: Monday, May 16, 2022
Closes: Monday, August 1, 2022

Target Start Date

Wednesday, June 1, 2022

Expected Work Hours

8:00 a.m.-5:00 p.m.

Reports to

VP Administrative Services

Employment Type

Full-Time

Minimum Qualifications

Associate’s degree in Office Administration, Business Administration, Accounting, Computer Information Technology or a related field, or at least four years of related administrative experience. 

Preferred Qualifications

Associate’s degree in Office Administration, Business Administration, Accounting, Computer Information Technology or a related field, or at least four years of related administrative experience. 

Position Description

Administrative

This position requires planning, problem-solving through knowledge of a variety of programs and operations, preparation and maintenance of records and reports, a wide variety of public contact, composition of correspondence and operating a variety of office equipment.  The majority of time spent is in the management of day-to-day operations of the office. 

Plans and schedules meetings and appointments, organizes and maintains paper and electronic files and emails via Google calendar.  Setup of Zoom Meetings or uses other Virtual Software.

Provides technical advice and administrative assistance to the VP of Administrative Services

Manages projects and conducts research as needed.

Controls and distributes physical keys and maintains the key file.  Completes and log forms for new hires, movement from other locations and separations.

Assists VP as liaison to insurance representatives.

Processes check out paperwork for Business Office and logs, maintains printer cartridges, check stock and keeps number of checks issued and other office supplies for the business office.  Records checks received via mail. 

Answers and transfers calls to appropriate offices or departments

Computer Information Systems

Uses personal computers to create spreadsheets and reports along with composing correspondence and managing database

Responsible for creation of presentations using software such as PowerPoint, composing letters using Word.

Mailroom

Responsible for the daily distribution of incoming mail and prepares outgoing mail.

Records checks received via mail; distributes mail and checks received in mail room.

Recordkeeping/Reporting

Creates check logs.

Processes the Business Office monthly leave reports and verifies for accuracy.

Creates reports and documents using desktop publishing software and word processing such as MS Office.

Update Space Utilization Report.

Provides assistance in the EAGLE internal control reporting system.

Backup Cashier As Needed

Accepts, verifies, reconciles, and receipts monies received in all forms from all areas of the College in accordance with the state’s cash management policy utilizing Datatel.

Responsible for the reconciliation and reporting of the Daily Cash Analysis (DCA).

Responsible for maintaining a secure cash office and for securing all petty cash and any outstanding deposits at the close of each business day. Collects tuition and fees during registration.

Process daily cash receipts and assist all customers at Cashier’s window.

Oversees the collection of returned checks including a returned check fee.

Verifies student tuition refunds and coordinates with accounts payable for the preparation of refund checks. Responsible for the distribution of student financial aid checks including but not limited to Pell Grant checks and scholarship checks. Responsible for issuing parking tags and posting car identification information in the computer system. Responsible for the quarterly Tuition and Fee Remission Report to the NCCCS. Assists the Accounts Receivable Technician with the month-end reconciliation and closing of the accounts receivable subsidiary ledger.  Complete reports as required by the NCCS, the NC State Auditor, the NC State Controller, and other governmental agencies.

Cross train in other Business Office functions such as general ledger and accounts payable.

Provides excellent customer service to internal and external customers, update student/sponsors accounts and PERC screens as paid, and managing Accounts Receivable accounts by updating Business Office Holds. Maintains and updates spreadsheets for Promissory Notes, Unpaid returned checks, and Credit Cards. Distributes Financial Aid Checks, mail out student statements, certification of deposit and serves as a backup up for the Accounts Receivable Technician.

Backup Receptionist as Needed

Answers and transfers telephone calls to the office or department.

Greet and direct students and visitors.

Maintain visitor logs and issue temporary parking permits.

Schedule use of school vehicles and maintain records of their usage.

Record departure time for community service workers.

Provide excellent customer service to internal and external customers.

Professional Development

Maintains current knowledge of Business Office practices and new developments in area of expertise.

Support of Mission/Related Responsibilities

Serve on various College committees.

Attend College events, activities, and professional meetings.

How to Apply

MUST READ Special Instructions and Additional Information to Applicants:All applications for this position must be submitted directly via our online application system at https://www.schooljobs.com/careers/halifaxcc. Applications submitted through third party sites will not be accepted. Application packets for employment must be submitted by 5:00 p.m. on the closing date. If multiple applications are submitted to an individual posting, only the most recent application received prior to the posting close date will be accepted. Resumes are not accepted in lieu of state applications. "See Attached Resume", etc. will result in an incomplete application. Resumes, cover letters, and all transcripts listed on application must be uploaded with your application.To receive credit, all relevant experience must be included in the work history section of the application. Any information omitted from the application but included in the resume will not be considered for qualifying credit. Persons eligible for Veteran's Preference must submit a copy of Form DD-214.    

Job Post Contact

Applications will only be accepted through:
https://www.schooljobs.com/careers/halifaxcc