Administrative Assistant I
Job Description
TITLE: Administrative Assistant I
JOB CODE: 9008
EFFECTIVE DATE:
FLSA STATUS: NE
EEO6 CODE: 4 = Secretarial/Clerical
PURPOSE: To provide varied administrative support of a unit's routine business or academic
activities. Responsible for a variety of administrative duties in a department requiring moderate
exercise of independent judgment, initiative and ability to make decisions relative to office
operations. Responsible for financial and administrative services of a large division or program
or comprehensive operation and direction of smaller division or program.
DUTIES AND RESPONSIBILITIES: **Position should include a large percentage of the
following duties, but is not required to include all referenced duties** Relieves administrator of a
wide variety of internal administrative duties and a large volume of decisions which require a
thorough understanding of the functions, programs and policies of the University. Assists in the
management of administrative staff services and in developing and implementing internal
procedures. Maintains and reconciles departmental accounts, prepares the departmental budget,
coordinates travel and prepares vouchers for payment or reimbursement. Maintains time leave
usage, employee records, worker's compensation, training and annual appointments for the
organizational unit. Reviews and approves documents including purchase orders, vouchers, petty
cash, deposits, transfer of funds and other departmental expenditures. Prepares, coordinates and
types grants, including all accompanying forms and documentation. Maintains financial ledgers
for local, state and grant accounts and assists in monitoring, administering and coordinating
departmental budgets. Types manuscripts for publication, letters, forms, exams, course syllabi
and departmental vouchers. Maintains calendar of events and arranges schedules and meetings.
Designs and/or executes an effective system of internal controls concerning records retention,
and develops and updates retention schedules and a manual of operating procedures for records
retention, storage and destruction. Supervises and assists in the gathering and recording of data.
Assimilates and compiles data using independent judgment in producing final reports. Conducts
literature searches to obtain publications of interest. Acts as the unit liaison with other
departments and with outside agencies. Performs other duties as assigned.
REPORTING RELATIONSHIPS:
REPORTS TO: General direction from designated supervisor.
SUPERVISION: N/A
SUPERVISION-OTHER: General administrative direction and/or supervision of
administrative support staff.
REQUIRED EDUCATION: $education
REQUIRED EDUCATION-OTHER: Bachelor's Degree or equivalent
REQUIRED EXPERIENCE / COMPETENCIES-OTHER:
REQUIRED EXPERIENCES/COMPETENCIES: Bachelor's degree with one year upper
level secretarial experience or high school with five years of increasingly responsible
administrative, secretarial and clerical experience with one year of supervisory
experience.
OTHER REQUIREMENTS: Use of personal computer and standard office equipment.
Proficiency in all phases of work performed. Usual office environment. Specific job
requirements or physical location of positions allocated to this classification render the position
security sensitive and thereby subject to the provisions of Section 51.215 Texas Education Code.