AWRI Assistant
Job Title: AWRI Assistant
Classification: C4
Department: Annis Water Resource Institute
Updated: March 2019
Job Summary
Acts as a general assistant to AWRI Director, performing both routine and non-routine office functions, which substantially contribute to the unit’s objectives.
Essential Functions
- Assist Director in carrying out standard office operation.
- Responsible for specific projects/programs conducted by the unit whether self-initiated or initiated by the Director which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
- Performs administrative work of a confidential nature for the Director.
- Manage USGC approved alcohol and drug testing program, including serving as the Designated Employer Representative, maintaining confidential files, and preparation and submission of annual MIS reports.
- Maintains and analyzes set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets, advising accountants when corrections are necessary, preparing staff salary reallocation requests as required for grants and contracts, verification of Time and Effort Certification reports, and preparing financial status reports to outside funding agencies.
- Acts with a high degree of independence as liaison with inside and outside contacts and in managing grant accounts, preparing grant proposal budgets, reports, and other support functions related to work area.
- Conducts on a recurring basis self-initiated or unit head-initiated projects and prepares reports.
- Develops, prepares, and /or composes responses to memos and correspondence requiring research, judgment and discretion; routinely writes, edits, and submits materials for internal/external communications.
- Compiles and logically formats statistical data and reports.
- Maintains, processes, and manipulates data on a personal computer using word processing, data base and spreadsheet software.
- Assists faculty and staff with administrative problems or concerns.
- Provides information to students and prospective students of a complex nature, as well as to outside agencies, visitors, etc.
- Responsible for coordination with Facilities Services on items related to building maintenance and operation.
- Supervises student employees
Non-Essential Functions
- May perform duties characteristic of lower level clerical office classifications on a limited basis.
- Process forms, i.e. I-9, computer purchases, equipment and supply requisitioning, student and technical call in employee Ultratime processing, travel and expense vouchers.
- Serves as Unit’s P-card representative by maintaining records and reconciling monthly P-card statements
- Approve invoices for payment and initiate transfer request using OnBase system.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Bachelor’s degree
- Higher education experience
- Supervisory experience
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.