#18201909
12/20/2022
Westfield
MA
Hour
Office and Administrative Support Workers, All Other

Description

Job Description:Campus Title: Administrative Assistant I
State Job Title: Administrative Assistant I
Department: Dining Services
Job Code: H15X01
FLSA Status: Non-Exempt
Funding: 7115-6014
Bargaining Unit: AFSCME
Job Type: Full-Time Permanent
Timeframe: 52 weeks
Shift: Monday-Friday, 9:00a.m.-5:00p.m.
Regular Days Off: Saturday and Sunday

Supervision Received: The Administrative Assistant I receives general supervision from the Director of Dining Services.
Supervision Exercised: This position does not exercise direct supervision of any dining services personnel or student employees.
Salary: $1,820.73 Biweekly

General Statement of Duties: This position provides administrative and clerical support to the Director of Dining Programs; serves as the Administrative Assistant for Dining Services; coordinates payables and receivables for all department transactions; orchestrates purchase orders, payment authorizations, and account balance management; tracks invoices to ensure payment deadlines; performs complex and confidential clerical duties; and assists in processing meal plan functions.

Requirements:
Required Qualifications

Knowledge of the principles and practices of office management.
Understanding of basic financial acumen for business processes.
Knowledge of cash handling and related equipment used in cash handling, cash registers, calculators, etc.
Ability to analyze and determine the applicability of data, to draw conclusions, and to make appropriate recommendations.
Ability to follow written and oral instructions.
Ability to communicate effectively both orally and in writing.
Ability to establish and maintain harmonious working relationships with others.
Ability to establish rapport, maintain harmonious working relationships and deal effectively with persons from varied backgrounds.
Ability to deal tactfully with others.
Ability to maintain accurate records.
Ability to exercise sound judgment.
Ability to exercise absolute discretion in handling confidential information.
Ability to prepare general reports.

Qualifications Acquired on the Job:

Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.
Knowledge of University and department policies and procedures.
Knowledge of types of applications of department forms.
Knowledge of department filing system, data collection and recording.
Knowledge of large-scale food service operations.
Ability to anticipate problems and handle customer complaints diplomatically.

Minimum Entrance Requirements

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. An Associate’s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

How to Apply

An online application is required. A resume and cover letter may be attached but this is not required.