Administrative Specialist

Job Summary:

Provide administrative and clerical support to the department. Develops, maintain, and ensures compliance of department records. Assist with budgetary matters, tracks department funds and purchasing.

Duties and Responsibilities:

• Responsible for entering requisitions and reviewing them for completeness, accuracy, and compliance with FVSU standards, policies, and procedures prior to submittal.

• Processes invoices and serves as POC for account payable.

• Perform receptionist and clerical duties such as answering telephones, making copies, and providing copies of necessary documents.

• Processes work orders in a timely manner and assigns to appropriate staff member for handling.

• Initiates work order reports as requested.

• Assist with monitoring the department budget.

• Runs Open PO report and follow up on any outstanding purchases orders.

• Oversees and coordinates the day-to-day front office operations.

• Coordinates verification of receipt for items and capital equipment.

• Complete the paperwork for purchases. receives, reviews, and processes all purchase requisitions to include the placement of purchase orders.

• Creates and maintains contact lists, mail merges, and mailings.

• Serves as liaison between the department and the Campus community.

• Performs receptionist and clerical duties such as answering telephones, making copies, and providing copies of necessary documents.

• Creates and maintains office related records and reports.

• Prepares department meeting agendas, meeting notes and distribute accordingly.

• Other duties as assigned.

Qualifications:

Minimum:

• Bachelor's degree from an accredited institution of higher education in related field or an equivalent combination of relevant education and/ or experience.

• Previous experience with office management or staff supervision.

• Possession of valid driver's license.

Preferred:

• Degree in Business Administration, Accounting, or Finance.

• Eight (8) years relevant work experience.

Knowledge, Skills, and Abilities:

• Knowledge of modern office practices and procedures.

• Knowledge of computers and job-related software programs.

• Knowledge of basic accounting, data, and administrative management practices and procedures.

• Ability to communicate effectively both orally and in writing.

• Basic understanding of budgets.

• Ability to obtain a P-Card.

• Ability to maintain confidentiality of records and information.

Working Conditions:

This position is typically operating in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Requirements:

Ability to work in a sitting position for long periods of time. Must have ability to reach, bend, stoop, and occasionally lift to 40 pounds. The noise level in the work environment is usually low to moderate.

The above list of job duties is not exclusive or exhaustive and the incumbent will be required to undertake such tasks as may reasonably be expected within the scope of the position.