Administrative Assistant I

The Office of Information Technology is seeking a diligent and organized Administrative Assistant to support the Chief Information Officer in the preparation, maintenance, and execution of the IT budget. This position entails receiving all orders and ensuring inventory controls are observed for newly arrived equipment. The Administrative Assistant will oversee essential administrative functions, including coordinating meetings, scheduling events, ordering marketing materials, and maintaining office supplies. Acting as the liaison with customer representatives, the role involves resolving billing issues, ensuring the proper processing and payment of invoices, and managing purchase orders. This is a crucial position that requires attention to detail, strong communication skills, and the ability to handle multiple tasks efficiently.Key Responsibilities and Duties:Work closely with the Chief Information Officer in the preparation, maintenance, and execution of the IT budgetReceive all orders and ensure inventory controls are observed on newly arrived equipment;Perform routine office-related administrative duties such as ordering office supplies and marketing materials, answering phones, and scheduling meetings and events;Assist in managing the departmental budget via Peoplesoft Financials, including but not limited to: budget tracking, creating POs and requisition requests, processing invoices from third-party vendors, booking all conference registration and traveling fees and rectifying budget line items;Act as the liaison with customer representatives to resolve billing issues and ensure accurate processing of POs;Other duties as assigned.Required Qualifications:Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.Preferred Qualifications:Sensitivity and commitment to the goals of Affirmative Action and workforce diversity;Experience working in a diverse environment;Demonstrated commitment to working with underserved students;Strong Microsoft Excel skills;Understanding of State policies and procedures;Understanding of MassBay policies and procedures;Understanding of PeopleSoft Finance System.Additional Information:Salary Range:

$AFSCME Unit I, Grade 15 Step 1 $47,338.98 annually. Appointments from outside the bargaining unit begin at Step 1 of the range.As a Massachusetts State Employee, you are offered an outstanding suite of benefits adding value to your salary.Array of choices for health insurance plans to meet individual/family needsAffordable Dental Insurance and vision discount program12 paid State/Federal holidaysGenerous sick, vacation, and personal timeTelework option depending on the role/departmentFlexible Spending Plans to reduce your taxable incomeLow-cost basic and optional life insuranceDefined Benefit Pension Plan, providing a fixed, pre-established benefit for employees at retirementThinking to save more money towards retirement: consider Deferred Compensation plans i.e., 457(b) or 403(b).Tuition Benefits for employees and dependents at state colleges and universitiesFree Employee Assistance Program (EAP)Eligibility towards Public Service Loan Forgiveness (PSLF)Free gym and parking on campusApplication Deadline:

July 5, 2024, or thereafter until filled.To Apply:

Please include a letter of interest and resume with your online application.Hiring is subject to state appropriation funding.Final candidates are required to provide sealed transcripts and/or certifications.Hiring is contingent upon a successful CORI clearance.Massachusetts Bay Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran or military status, genetic information, gender identity, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the College's Affirmative Action and/or Title IX Coordinator, Lisa MacDonald, Director of Equity Compliance, lmacdonald@massbay.edu, (781) 239-3147, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.

#J-18808-Ljbffr