Administrative Assistant- Finance

Working at IRSC has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, IRSC offers a benefits package:

Wellness Wonders: Dive into a world of well-being with perks that nourish your body and soul. Health benefits designed to support your fitness, mental well-being, and overall happiness are waiting for you.

Retirement Radiance: Picture your future shining as bright as your career! Our retirement benefits are designed to turn your golden years into a sunlit oasis. With robust plans and strategic investments, we're planting the seeds for your retirement bliss.

Generous Time-Off Universe: Recharge and rejuvenate with ample vacation time, ensuring you return to work with newfound enthusiasm.

Career Launchpad: Propel your career forward with projects that are not just tasks but missions, shaping industries and driving change.

Are you a master of multitasking? Do you thrive in dynamic environments where no two days are the same? Indian River State College is seeking an Administrative Assistant to support our Vice President of Financial Services, CFO. If you're organized, proactive, and ready to make a difference, we want to hear from you!

What You'll Do:

• Be the right hand to our Vice President of Financial Services, CFO.
• Assist with administrative budgets, handle invoices, and oversee p-card purchases.
• Schedule appointments, meetings, and handle incoming communications with finesse.
• Keep our office running smoothly and organized.
• Prepare professional correspondence and assist with financial information requests.
• Create a collaborative environment for optimizing financial performance.
• Provide top-notch support in Human Resources, Finance, Payroll, and more.
• Attend meetings, take accurate minutes, and manage travel arrangements.

What You'll Bring:

• Associate degree with five years of related experience (or equivalent combination).
• Proficiency in office administration, bookkeeping, and related equipment.
• Exceptional organizational, time management, and multitasking skills.
• Strong written and verbal communication abilities.
• Expertise in word processing, database management, spreadsheets, PowerPoint, and ERP applications.
• Professional demeanor and ability to handle confidential information with discretion.
• Outstanding initiative and productivity.

Ready to Apply?

Bring your skills, experience, and enthusiasm to Indian River State College and help us keep our office running like clockwork! Apply now and be part of a team that values your contributions and supports your professional growth.

JOB SUMMARY:

Under minimal supervision, this position provides administrative support for assigned area. Maintain confidentiality and ensure the office operate smoothly and efficiently at all times. Duties include: Assist with overseeing administrative budgets, requisitions, invoices, reimbursements, p-card purchases, and reconciliations. Complete assigned reports if applicable; coordinate and set up meetings, interviews, and appointments; and perform routine administrative tasks that may include Human Resources, Finance, payroll, and other college departments.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Complete all administrative tasks for the Vice President of Financial Services, CFO;
• Prepare and compose professional correspondence and communications.
• Assist the Vice President, office staff, and other College employees with financial information requests.
• Schedule appointments and meetings for the Vice President and Chief Budget Officer.
• Answer incoming telephone calls, emails and walk-in inquiries from the College, campus and community while disseminating accurate answers and information on behalf of the Vice President.
• Respond to telephone, fax and e-mail contacts. Handle all walk-ins whether they be visitors or employees.
• Create an environment of collaborative transparency and supportive accountability that will assist with ideas to optimize actual financial performance.
• Provide proactive intervention and problem resolution with students or employees who need additional assistance.
• Establish and maintain a well-organized filing system.
• Attend all Administrative staff, full staff, and committee meetings and take accurate minutes in all meetings.
• Coordinate travel arrangements and conference registrations for the Vice President and Chief Budget Officer.
• Assist with preparing financial analysis to support budget planning and decision making.
• Support the Chief Budget Officer in special projects.
• Complete other related duties and responsibilities as assigned.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:

• Associate degree; five (5) years of related administrative assistant work experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Knowledge of office administration, bookkeeping, and related equipment.
• Skill in organizing, filing, scheduling and coordinating meetings, managing time, and prioritizing tasks.
• Ability to be accurate and detailed oriented, maintain confidentiality, make sound judgments, multi-task, be self-motivated, and work independently.
• Demonstrated expertise in office skills such as word processing, database management, spreadsheet, power point, windows, and ERP applications.
• Strong office management, interpersonal, and organizational skills.
• Excellent written and verbal communications skills;
• Strong initiative and productivity
• Ability to compose routine correspondence, organize projects, maintain organized files, greet guests, answer telephones.
• Ability to take and transcribe minutes of meetings, and similar office skill duties;
• Possess outstanding time management skills and professional demeanor at all times

PHYSICAL DEMANDS:

This position classifies the physical exertion requirements as light work involving lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that he or she can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

ADDITIONAL EXPECTATIONS:

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Additionally, all employees of the College are expected to maintain professional standards of communication, able to learn and apply new technology, and abide by all policies and procedures. Continued employment remains on an "at-will" basis.