Administrative and Office Specialist III

Tidewater Community College has served South Hampton Roads – both students and employers – for 50 years.  It has grown from 1 campus into a regional educational and economic force.  TCC is the largest provider of higher education and workforce services in Hampton Roads, enrolling nearly 28,000 students in 2019-20. Founded in 1968 as a part of the Virginia Community College System, Tidewater Community College (TCC) services South Hampton Roads with 4 campuses in Chesapeake, Norfolk, Portsmouth, and Virginia Beach, 7 regional centers and 2 important cultural institutions.  The college had 3,203 graduates in 2019-2020, 40 percent of whom pursued degrees that would let them transfer to 4-year institutions. Of South Hampton Roads residents enrolled in higher education 36% enrolled at TCC. TCC’s institutional accreditation is affirmed through 2027 by the Southern Association of Colleges and Schools Commission on Colleges. 
This position provides administrative assistance and program support to the Office of Financial Services and the Director of External Financial Funds. The administrative assistant duties will include: answering the phone; greeting and assisting visitors; coordinating meetings and resources throughout the college on behalf of the Office of Financial Services and the Director of External Financial Funds; distributing mail, invoices, and reports, as well as maintaining files; purchasing supplies for the department; enter purchase orders for the Finance department; preparing reports and correspondence; reviewing checks prior to mailing; record remittances; provide budgetary approval and monitoring of District Office professional development funds; maintain the department’s compliance with Records and Retention schedules and regulations.
General administrative duties include retrieving, opening, and distributing mail; ordering office supplies for staff using eVA; entering purchase orders and invoices for the Finance department; preparing travel and reimbursement requests as needed; answering main line for Office of Financial Services; greeting and assisting visitors; maintaining contract and other files and purge on a regular basis in accordance with policy; advising supervisors of records requiring disposal according to record retention schedule and coordinate disposals in accordance with schedules and regulations; preparing reports and correspondence as requested; scheduling meetings and staffing events as requested and coordinating logistics as necessary; proofing local and foundation fund checks to determine accuracy of payee and amount; matching and mailing remittance coupons and checks day of receipt; distributing vendor invoices to the appropriate personnel for processing; researching invoices and contacting vendors for follow up and/or inquiries when necessary; recording all incoming remittances for the Office of Financial Services; preparing bank deposits as needed; and other office duties as assigned.
Diversity, Equity, and Inclusion:
Create an environment in which policies, practices, and beliefs are grounded in the principle of fairness and that acknowledges structural racism, gender disparities, and systemic poverty while honoring the diversity of humanity. Engages in DEI and cultural awareness training and professional development.

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link:  http://ethics.dls.virginia.gov/

The Virginia Community College System, an EEO employer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, the VCCS is committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, political affiliation, veteran status, gender identity, or other non-merit factors.

The VCCS is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), VCCS will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.

VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.