Administrative Assistant 3 (Finance)

Responsible for providing a range of administrative support to the Finance D irector and Finance department. Responsible for maintaining standards of professionalism, efficiency, personal communication, discretion, and independent judgment. Requires communication with a broad audience, including but not limited to, members of the community, Finance Advisory Committee members, BREC Commission Treasurer, BREC employees and vendors. Requires effective time management skills, as the Assistant may deal with a wide range of deadlines requiring prioritization. Education Required: High School diploma or equivalent and Associate degree or certificate courses in Business Admin/education. SUBSTITUTION: Any equivalent combination of education and experience. Preferred: Graduation from an accredited 4-year college or university. Area of Study (Major) Required: Business Administration courses, Office Management, Computers or closely related. License(s) Required: Valid LA Driver's License. Years Relevant Work Experience: Three (3) years work-related experience or training in office practices and computers. Equivalent combination of education and experience will be considered. Years Relevant Work Experience Preferred: Ten (10) or more years related experience. Essential Functions and Duties: Responsible for scheduling and managing the Finance Director's calendar including prioritizing and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external individuals. Coordinates and arranges monthly Finance Advisory Committee meetings, including preparation of agenda, compilation of financial packet, contact advisory members to confirm attendance and provide reminders, and meeting minute taking. Coordinates tasks for student interns Prepares presentations and publications in both electronic and printed format that require desktop publishing - graphics, layout, and editing. Assists the Finance Director in scheduling departmental activities, statutory deadlines, annual audits, etc. to ensure deadlines are met. Maintain Vendor Module in BREC's ERP system. Assist Purchasing Team with contract management, change orders and the close-out process. Reconciliation of department credit card purchases. Performs standard office tasks such as answering telephones, filing, ordering of office supplies, scanning, faxing and copying, and booking conference rooms. Collects and opens mail addressed to the Finance department, forwards correspondence to appropriate staff for action. Utilize spreadsheets for cost tracking and data analysis. Complete purchase orders, initiate work order request, and help desk tickets. Prepares invoices and submits billing for payment. Prepares business correspondence, memorandums and letters. Contributes to the excellent reputation of Finance through professional, friendly and respectful interactions internally and externally. Secondary Functions and Duties: Coordinate with the Office of the Superintendent to ensure stored financial records comply with retention policy and established practices. May serve as backup for internal functions, such as Payroll and/or Accounts Payable. May direct the work of part-time staff and/or interns. May update Finance policies and procedures as needed. May coordinate, plan, and organize small-to large-scale meetings. Full time position. Typically, 8 hours a day, 5 days a week Monday through Friday, one-hour lunch break. Occasional overtime and weekend work as required. Resumes will not be accepted in lieu of a completed application. You must include all relevant education and experience on your official BREC online application, or it will be deemed incomplete and you will be ineligible for this vacancy. Complete each section of this application (i.e. work experience, education, etc.) to demonstrate that you meet the eligibility and minimum qualification requirements described in this announcement. An offer of employment is contingent on passing a pre-employment criminal background check, Motor Vehicle Records check, drug screen, and physical. If you have any questions or concerns, please email ... or call ....