Administrative Assistant

Harper College
Illinois, United States
Salary Not Specified
Apr 01, 2021
Employment Level
Employment Type
Full Time

Schedule Information: 8am-4:30pm Monday thru Friday

Hours per Week: 37.5

Benefits: Health, Dental, Life & Disability; Sick, Vacation & Holiday Pay; Personal Business; Harper Tuition Waivers; and Professional Expense

Work Conditions: Work is primarily indoor and sedentary in nature.

Duties of Position: Primary Administrative Liaison with division vendors in matters such as order status, delivery, billing, and service agreements.

Develops and produces internal promotional and informational material for divisional presentations, and Intranet pages.

Primary CLERY coordinator for the college.

Maintains budget records for the departments, monitors budget expenditures on a continual basis during the fiscal year.

Assists with various projects and prepares reports as requested.

Coordinates filing and retrieval of information.

Develops tracking methods and systems for follow-up on correspondence, phone calls and maintenance contracts.

Assists with the preparation of the department budgets and assembles and updates information for the budget preparation.

Prepares the yearly annual report for the police department.

Interfaces with customers/clients both internal and external.

Acts as liaison for Purchasing, Accounting and other Departments.

Arranges appointments, coordinates meetings, and maintains calendars for the Deputy Chief of Police and the Chief of Police. Coordinates meeting details and logistics when department members are responsible for leading or chairing.

Makes arrangements for travel and training, provides and documents informational forms for the entire division.

Processes invoices, check requisitions, travel reimbursements, etc., for approval.

Prepares, processes, receives and approves purchases on-line. Files purchase requisitions and supporting data, resolves invoice discrepancies with vendors, and reports results to the directors.

Opens and distributes department mail. Screens mail to determine items needing the Deputy Chief of Police and or Chief of Police attention and handles routine replies independently.

Responsible for assisting with payroll issues for all police. Maintains department attendance records.

Develops and maintains the Chief of Police’s confidential personnel files and records of department staff. Organizes and maintains various other departmental files.

Coordinates Board exhibits, invoices and payments for maintenance agreements.

Maintains office environment, equipment, inventory and orders office supplies for the department.

Prepares correspondence, memos, special projects or reports, charts, tables and other materials.

Screens and channels call, takes and distributes messages. Provides information and makes referrals to appropriate resources as needed.

Maintains the confidentiality of the departments.

Performs related duties as assigned.

Educational Requirements: Two years of college or equivalent with specialized training in office skills. Some college preferred

Experience Requirements: Four years of progressively responsible administrative experience and demonstrated administrative skills. Good communication and grammar skills. Ability to organize and manage several projects at one time. Intermediate (advanced preferred) inclusive of tools listed above computer skills including; Word processing, spreadsheet skills, presentation, graphics packages, and Oracle E-business Suite for finance. Prior experience in a municipal or college police department upper management administration preferred.

Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before: April 15, 2021

Required Documents: ***A resume and cover letter are required to complete the application process***

* Official transcripts required upon hire
* Employment is contingent upon Criminal Background Check.
* Employment sponsorship is not available.

Advertised: April 01, 2021 Central Daylight Time
Applications close:

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