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Administrative Assistant I

Job Description

TITLE: Administrative Assistant I

JOB CODE: 9008



EEO6 CODE: 4 = Secretarial/Clerical

GRADE: Pay Grade 6

PAY PLAN: Annually
minimum 23,664.00
midpoint 29,142.00
maximum 34,620.00

PURPOSE: To provide varied administrative support of a unit's routine business or academic activities. Responsible for a variety of administrative duties in a department requiring moderate exercise of independent judgment, initiative and ability to make decisions relative to office operations. Responsible for financial and administrative services of a large division or program or comprehensive operation and direction of smaller division or program.

DUTIES AND RESPONSIBILITIES: **Position should include a large percentage of the following duties, but is not required to include all referenced duties** Relieves administrator of a wide variety of internal administrative duties and a large volume of decisions which require a thorough understanding of the functions, programs and policies of the University. Assists in the management of administrative staff services and in developing and implementing internal procedures. Maintains and reconciles departmental accounts, prepares the departmental budget, coordinates travel and prepares vouchers for payment or reimbursement. Maintains time leave usage, employee records, worker's compensation, training and annual appointments for the organizational unit. Reviews and approves documents including purchase orders, vouchers, petty cash, deposits, transfer of funds and other departmental expenditures. Prepares, coordinates and types grants, including all accompanying forms and documentation. Maintains financial ledgers for local, state and grant accounts and assists in monitoring, administering and coordinating departmental budgets. Types manuscripts for publication, letters, forms, exams, course syllabi and departmental vouchers. Maintains calendar of events and arranges schedules and meetings. Designs and/or executes an effective system of internal controls concerning records retention, and develops and updates retention schedules and a manual of operating procedures for records retention, storage and destruction. Supervises and assists in the gathering and recording of data. Assimilates and compiles data using independent judgment in producing final reports. Conducts literature searches to obtain publications of interest. Acts as the unit liaison with other departments and with outside agencies. Performs other duties as assigned.

REPORTING RELATIONSHIPS: REPORTS TO: General direction from designated supervisor. SUPERVISION: N/A SUPERVISION-OTHER: General administrative direction and/or supervision of administrative support staff.


REQUIRED EDUCATION-OTHER: Bachelor's Degree or equivalent

REQUIRED EXPERIENCE / COMPETENCIES-OTHER: REQUIRED EXPERIENCES/COMPETENCIES: Bachelor's degree with one year upper level secretarial experience or high school with five years of increasingly responsible administrative, secretarial and clerical experience with one year of supervisory experience. OTHER REQUIREMENTS: Use of personal computer and standard office equipment. Proficiency in all phases of work performed. Usual office environment. Specific job requirements or physical location of positions allocated to this classification render the position security sensitive and thereby subject to the provisions of Section 51.215 Texas Education Code.