Trinity Valley Community College
Executive Assistant II, VP of Administrative Services and CFO
Full-time
Trinity Valley Community College
Trinity Valley Community College
100 Cardinal Dr.
75751 Athens , TX
Responsibilities Include: 

General secretarial duties including: greet visitors; answer and screen VP’s telephone calls; open, sort and route VP’s incoming and outgoing mail; schedule travel, meetings and events for VP; assist in managing VP’s calendar and contacts in Outlook; file, make copies, scan documents, prepare and send faxes; prepare memos, mailings, spreadsheets and reports; maintain staff contact list for Administrative Services department; establish and maintain a filing system for department records and manage departmental office supplies. Accounting and Payroll support duties including: prepare departmental purchase requests, code departmental invoices; verify availability of funds for invoices submitted by direct reports prior to VP approval; verify availability of funds for and accuracy of payroll Special Assignment Agreements prior to VP approval; maintain Non-credit Part-time Pay Schedule; maintain spreadsheet of Foundation donations and prepare donations for deposit and assist VP with administrative aspects of annual TVCC budget preparation and property tax rate development. Purchasing, Contracts and Insurance (PCI) duties including: maintain a tickler system for contract renewal and bid dates; maintain current file of vendors requesting to be put on bid lists; maintain current file on purchasing policies, procedures and guidelines; assist Purchasing, Contracts and Insurance Coordinator with procurement management duties including RFP and ITB preparation and advertisement, document maintenance, and related activities; organize and maintain files on insurance policies; maintain Building and Contents Schedule for all campuses for insurance and financial reporting purposes and assist Purchasing, Contracts and Insurance Coordinator with other duties as requested. Transportation duties including: calculate and provide transportation billings to Accounting Services on a monthly basis; maintain vehicle information report for insurance and depreciation purposes; maintain vehicle title and registration files and assist Director of Transportation & Logistics with other duties as needed. Copier management duties including: assist faculty and staff with copier problem resolution; perform first-line trouble shooting; place repair and supply orders with Xerox and paper vendor including determination of best value; maintain inventory of consumable supplies so as to avoid copier downtime; read meters and/or input meter readings for various machines as needed, calculate and provide copier billings to Accounting Services on a monthly basis; verify accuracy of Xerox invoices prior to coding and submitting to VP for approval and assist VP in managing Xerox contract. Miscellaneous: provide administrative support to all Administrative Services personnel as needed; other duties as assigned by VP of Administrative Services or other authorized personnel; maintain confidentiality of information and work assigned schedule and comply with timekeeping policy.

Education/Experience: 

High school diploma or GED required; Associate degree in office-related work preferred. Five (5) years work experience in the administrative assistant field required. Experience in Accounting, Purchasing, Contracts and/or Insurance administration helpful. Solid overall computer skills with proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and Windows. Working knowledge of general office procedures and standard equipment operations. Professional, organized, accurate, and detail-oriented. Strong interpersonal skills and verbal and written communication skills. Comfortable working under deadlines and on multiple tasks or projects simultaneously.

Work Environment: 

PHYSICAL REQUIREMENTS: Within the general range of an office environment.