Office Administrative Associate B

Community College of Philadelphia - Philadelphia, PA4.1

The Office Administrative Associate B provides primarily complex office support to the Budget and Financial Services department handling reception, administrative and clerical duties. The OAA B provides administrative support to the Associate Vice President, Budgets & Financial Services and the Manager, Financial Services.

Data Entry/Alpha Numeric
Office Grammar and Spelling
MS Word
MS Excel

Specific Responsibilities
  • Provide reception support for the department to include answering incoming calls, redirecting calls as necessary, greeting visitors and taking accurate messages.
  • Schedule meetings and appointments and maintain calendars.
  • Compose and type correspondence, reports, memos and other documents using MS Word; proofread work prior to submitting for approval.
  • Handle all aspects of the insurance certificate process.
  • Maintain and update employee monthly parking, including reports and correspond with appropriate parties.
  • Maintain and update employee database for online supply ordering and correspond with appropriate parties.
  • Maintain appropriate files related to insurance claims and correspond with appropriate parties.
  • Create and maintain Excel spreadsheets and databases related, but not limited to, insurance invoices, insurance claims, insurance certificates, employee monthly parking, bookstore sales and commissions, dining and vending sales and commissions, garage revenues and expenses, employee credit card transactions, College drivers and mailing list.
  • Sort and direct routine mail; refer non-routine or priority mail to appropriate person.
  • Take minutes during committee meetings and prepare meeting minutes summary for review by AVP, Budgets & Financial Services or Manager, Auxiliary Services.
  • Assist Purchasing Department with completing small dollar value procurements.
  • Operate various office equipment including copiers and scanners; contact appropriate vendor for service, as needed.
  • Deliver quality customer services to both internal and external constituents in a professional, helpful and courteous manner.
  • Perform other duties as assigned.
Minimum Qualifications
  • High School diploma or G.E.D required.
  • Six (6) years of administrative office work experience required.
  • Demonstrated proficiency using MS Word and Excel required.
  • Excellent verbal and written communication skills required.
  • Ability to perform multiple tasks with changing priorities required.
  • Strong organizational and time management skills required.
  • Ability to work as part of a team or individually required.
  • Ability to maintain confidentiality of sensitive documents and information required.
  • Ability to maintain sensitivity, understanding and respect for a diverse academic environment inclusive of students, faculty and staff of varying social economic, cultural, ideological and ethnic backgrounds required.
Preferred Qualifications
  • Proficiency with MS Access preferred.
  • Previous experience utilizing an enterprise-wide system, such as Ellucian Banner, preferred.
Work Location Main Campus
Special Instructions to Applicants

Data Entry/Alpha Numeric
Office Grammar and Spelling
MS Word
MS Excel

  • Interested persons should complete an online application.
  • Cover letter of interest and resume REQUIRED.
  • Names and contact information of 3 professional references OPTIONAL.
Review of applications will commence on February 8, 2019 and will continue until the position is filled.

Applicants must be legally eligible to work in the U.S.

Community College of Philadelphia is an Affirmative Action, Equal Opportunity and Equal Access Employer. The College encourages applications from individuals from traditionally underrepresented groups.

Salary Grade or Rank VI