Administrative & Fiscal Assistant - Commonwealth of Virginia

3 weeks ago

Rocky Mount, North Carolina, United States Commonwealth of Virginia Full time

Job Summary

This position provides administrative and fiscal support to the unit, working independently with general direction from the Unit Coordinator. The successful candidate will provide excellent customer service and administrative support to unit faculty and staff, handling administrative, fiscal, and business functions, including addressing routine and nonroutine fiscal issues, preparing and processing purchasing, accounting, and travel reimbursements, and maintaining accurate and timely expense reports.

Key Responsibilities

  • Provide administrative support to unit faculty and staff, including answering phone calls, responding to emails, and preparing correspondence.
  • Prepare and process purchasing, accounting, and travel reimbursements, ensuring accuracy and compliance with university and state policies.
  • Maintain accurate and timely expense reports, including preparation of monthly reconciliation of budget reports for the unit.
  • Oversee fixed assets and key control records, ensuring accurate and up-to-date records.
  • Assist with grant-related paperwork and logistics, including preparing and submitting grant proposals and reports.
  • Assist with writing, editing, and disseminating communication documents and posts, including preparing and publishing unit newsletters and other materials.

Requirements

  • Training/experience in performing tasks that support the operation of a professional office environment.
  • Demonstrated computer skills in word processing applications, database management, electronic spreadsheets, email, and the internet.
  • Strong communication and interpersonal skills, with ability to work effectively with faculty, staff, and students.
  • Experience managing time effectively for prioritizing multiple tasks, with ability to meet deadlines and work under pressure.

Preferred Qualifications

  • Previous administrative support experience, preferably in a higher education or government setting.
  • Demonstrated experience maintaining accounts and personnel records, with ability to comply with policies and procedures with little supervision.
  • Strong knowledge of accounting principles, with experience with Excel databases, Banner, Quicken, and an understanding of Commonwealth of Virginia policies and Generally Accepted Accounting Principles (GAAP).
  • Experience with grant management, including preparing and submitting grant proposals and reports.

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