Administrative Assistant II (4723C) #24709

Updated: 4 months ago
Location: Berkeley, CALIFORNIA
Deadline: The position may have been removed or expired!

ADMINISTRATIVE SUPPORT
Work closely with the General Manager to coordinate projects, meetings and maintain calendars. Review and evaluate incoming mail and packages. Forward items of designated
responsibility to the correct manager. Answer and screen calls. Draft/complete written responses (Payroll Processing Forms (PPF), memos etc.) to be signed by the General
Manager.

Generate statistical and financial reports on a PC using Word and Excel from handwritten, dictated, typed or recorded documents. Use Payroll program for retrieval of employee time
summaries.

Edit, proofread and print to provide finished, error-free, professional documents. Plan and coordinate meetings and other internal events. Act as initial contact for all staff/faculty/public
inquires to the General Manager. May be called upon to interpret, monitor and analyze (proofread/provide detail) information regarding operational policies and procedures when
requested. Provides recommendations based on knowledge of the departments’ professional objectives and activities. Develops spreadsheets as requested. Update and maintains data in spreadsheets. Cover cashier station as needed.

Reviews scheduled catered events. Responsible for data input of catered event. Distributes/files catering sheets to managers, catering supervisor and staff. Notifies
management team of any changes in catering.

PROJECTS AND REPORTS
Perform analytical projects for the department as required within the areas of personnel, training and various business functions and systems, under general supervision. Projects may
involve, but are not limited to such areas as customer surveys, departmental training and customer complaints. Reconciles income ledger with Daily Income Report. Reconciles
expenditures for office supplies and telecommunication charges with the ledgers. Prepares daily, weekly and monthly annual sales reports in support of departmental operations including Point of Sales, Cashiers Report, Cash Balance Report, Inventories and Food Pro Data Entry. Process IOCs and check request. Process invoices and transfers. Maintains tracking in FoodPro system for food and non-food purchases, sales and SLU movement reports. Develops and maintains all reports required for auditing.

OFFICE MANAGEMENT
Direct, instruct and train students on projects. Conduct the day-to-day operations of the office and redirect assignments in the absences of the manager. Ensuring and enhancing
responsive customer service. Coordinate workflow and ensures daily activities are handled smoothly and efficiently.

Maintains professional communications with staff, university personnel and general public. Acts as a representative in person and on the phone with campus employees, faculty and
students. Provides information on meal plans and debit cards. Interacts with the vendors on fiscal responsibilities. Inform General Manager of cashiers cash deposit discrepancies with
possibility of meeting for verification if requested by cashier.

Coordinates all maintenance, renovation, moving processes for dining facility This includes arranging temporary office space, scheduling movers, and transferring phone lines as needed. Schedule all events for dining facility (reserves rooms, arranges transportation and guest notification). Occasional use of departmental van for use of deliveries and/or mail picks ups,
etc.


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