Administrative Assistant I- University Housing

Georgia College & State University (GCSU) is the state's designated public liberal arts university, where students learn the essential skills to compete in a fast-paced and technology-driven global society. The university prepares students for successful careers, leadership in communities, problem solving and life-long learning through personalized attention in a residential setting with opportunities for a variety of transformational experiences through its award-winning, high-impact practices. One of only three selective universities within the University System of Georgia and a top 10 ranked public university in the Southeast, GCSU offers undergraduate degrees in more than 40 majors, 34 graduate programs, doctorates in education and nursing, professional certificates and continuing education programs. 

As a member of the prestigious Council of Public Liberal Arts Colleges (COPLAC), GCSU is committed to fostering a liberal arts environment that values academic preeminence, interdisciplinary inquiry and an inclusive learning community. GCSU enjoys a strong reputation for academic excellence and nationally ranked programs according to US News & World Report, The Princeton Review and Colleges of Distinction - among other ranking sources.

Georgia College & State University takes great pride in combining the educational experience of a private liberal arts college with the affordability of a public university. Faculty and staff are dedicated to student engagement and experiential learning through high-impact practices such as internships, service- and community-based learning, diversity, study abroad opportunities, mentored undergraduate research and a capstone project that fosters intellectual curiosity, reasoned inquiry and critical thinking.

The university's beautiful and historic campus is located downtown in Milledgeville, Georgia, a charming, diverse college town of approximately 19,000 residents in Central Georgia, and only 90 miles southeast of Atlanta. Milledgeville is also the home of noted American author and alumna, Flannery O'Connor, '45, and the college community enjoys many exciting literary arts programs at O'Connor's former home, Andalusia, now owned by the university. Milledgeville is located on the banks of beautiful Lake Sinclair and Lake Oconee, allowing faculty, staff and students to take full advantage of the environmental and recreational benefits of being part of a lake community. For cultural, educational and leisure opportunities beyond Milledgeville - Macon and Atlanta are located within easy driving distances.

Georgia College & State University is committed to protecting academic freedom in addition to supporting the freedom of expression as outlined in the University System of Georgia's Freedom of Expression and Academic Freedom policy and its Ethics Code of Conduct . For more information, visit us online at gcsu.edu.

The Administrative Assistant/Bookkeeper provides administrative support to the the Central Office Management team and secretarial support to the department of University Housing. This position is also responsible for managing Residential Life accounts to ensure transactions are recorded, kept current and balanced. This position serve as the primary resource for the department.

Administrative Support - 40
Provides administrative support to the Central Office Management team. Serve as departmental secretary. Serve as the liaison for residents, prospective residents, parents and/or other university departments. Greeter for all individuals either by phone or in person. Supply and oversee posting of 24-hour notice flyers in the residence halls about A/C filter changes. Oversee sign-out/sign-in of keys and swipe cards to vendors and other university departments. Update and/or improve procedures or forms. Perform departmental opening and closing procedures. Prepare Hall Director On-Call Weekend Coverage Roster per semester. Coordinator university's vending program. Make travel arrangements University Housing administration, staff and students as requested.
Accounts Management - 40
Serve as Petty Cash Custodian. Petty cash needs to be replenished 2-3 times weekly; prepare and process programming petty cash funds requests (more than 2,000 programs annually). Receipt and process fees collected. Manage Housing programming budgets and oversee the maintenance of account spreadsheets. Monitor and reconcile departmental University Purchasing (Visa) monthly credit card statement. Monitor accounts and prepare budget transfers as needed. Set up new account spreadsheets as needed. Balance accounts monthly and resolve all discrepancies. Advise budget managers of problems associated with their accounts, recommend solutions and process the necessary paperwork to correct the problems. Provide budget/account updates on a regular basis or as requested. Identify budget management problems and make the necessary changes to spreadsheets and procedures. Notify account managers of fiscal year-end deadlines. Compile data and prepare fiscal reports.
Inventory - 10
Oversee the processing of orders for supplies, equipment, and services for all University Housing accounts so that purchased items are received within the necessary time frame. Advise University Housing employees of purchasing procedures. Ensure compliance with purchasing guidelines. Work with vendors to secure quotes and pricing information for orders. Oversee the preparation and processing of supply and equipment orders for all University Housing accounts. Oversee the preparation and processing of service and support agreements on equipment and software. Supervise the receiving and distributing of supplies and equipment. Verify accuracy of invoices and authorize payments.
Training - 10
Serve as the lead for budget-related clerical functions so that the day-to-day operations are completed accurately and within the time frame specified. Supervise the processing of student payroll so that student employees (approximately 80) are paid in a timely fashion. Oversee travel/training arrangements, payments and reimbursements for University Housing administration, staff and students so that state travel policies are followed and travel and training-related expenses are paid in a reasonable period of time. Manage the required security background checks for professional and student staff within the University Housing. Serve as the primary resource the department for the following major administrative tasks: student payroll; budgetary charge backs; professional travel and training arrangements and expenses; programming budget/Accounts Management; ordering, receiving and inventory of supplies and equipment; service and support agreements on equipment and software; and purchase orders and authorization of payments to vendors.

Educational Requirements
High school diploma or equivalent; AND at least three years of experience; OR an equivalent combination of education and experience.

• Cover Letter
• Resume

ABILITIES
Ability to operate basic office machines, personal computers and perform word processing functions. Ability to prioritize projects and meet deadlines. Computer competency and ability to operate and maintain modern office machines. Ability to create, compose, and edit written materials; ability to type or keyboard. Ability to maintain calendars and schedule appointments. Ability to communicate effectively, both verbally and in writing to establish and maintain effective working relationships with supervisors, coworkers, students, the public and other state employees.
KNOWLEDGE
Knowledge of the purchase control system, student payroll system, cost allocation system, the computerized Accounting Systems and consumable inventory system.
SKILLS
Excellent customer-service skills. Accurate typing skills. Receptionist skills. Database management and records maintenance skills.

Georgia College & State University (GCSU) is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee. No person shall, on the grounds of race, color, sex (including pregnancy, sexual orientation, and gender identity), religion, national origin, age, disability, veteran status, or genetic information, be excluded from employment or participation in, be denied the benefits of, or otherwise be subjected to discrimination, under any program or activity conducted by GCSU.

Georgia College & State University is a national award-winning institution in areas of student success and achievement. It strives to achieve excellence in the composition of its community, educational programs, university policies, research and scholarship, campus life, employment practices, extracurricular activities, and community outreach. It is a priority of the university to be a welcoming and inclusive environment so that its campus culture will enhance the ability of its community members to succeed in their endeavors, to be respected as individuals, and to feel a sense of belonging. Please visit Equal Employment Opportunity for more information.

This is not a supervisory position.
This position has financial responsibilities.
This position will not be required to drive.
This role is considered a position of trust.
This position requires a purchasing card (P-Card).
This position will not travel
This position does not require security clearance.

Minimum Salary: $30,828.00

• Criminal Background Check
•  Credit Check