Administrative Assistant

Status
Full Time

Job Summary

The Administrative Assistant is responsible for the day-to-day administration of the main office of the Tuskegee University Public Safety Department (TUPSD). This position will perform a variety of complex administrative, technical, and secretarial duties in support of the Chief of Police for the Public Safety Department; exercises initiative, judgment, and tact in responding to and dealing with other law enforcement agencies, members of the community and university officials.

Essential Job Duties

• Perform complex administrative, technical and secretarial functions for the Chief of Police. Initiate and respond to correspondence, which may involve composition, or may entail knowledge of specialized and technical subject matter. Proofread and or finalize letters, memoranda, reports, or other documents for approval and or signature. Schedule appointments, meeting and conferences and make travel and training arrangements. Attend meetings, record proceedings, and prepare summaries or minutes, when required. (25%)
• Manage administrative and fiscal operations of the department relative to personnel, purchasing and budget. Serve as liaison between the TUPSD and other departments/units, state agencies, vendors, and outside groups and organizations on administrative and fiscal matters. (25%)
• Serves as TUPSD university assessment coordinator, human resources liaison, custodian of departmental mutual-aid agreements and records unique to law enforcement per state and accreditation standards, and performing all the administrative functions for the entire department. (20%)
• Assist in the preparation of the department budget. Process and maintain a variety of fiscal reports and records and monitor expenditure against budget allocations. Maintain supplies and prepare purchase requisitions. compliance and/or assistance with the UCR semiannual report and the annual Clery report. (15%)
• Establish and maintain comprehensive records systems, and develop reports based upon data provided by such systems. Maintain department administrative filing systems. (10%)
• Respond to phone, mail, e-mail and in-person inquiries and requests from the general public and University staff. Complies with all State, University Regulations, and Internal Operating Procedures. Performs other related duties as required. (5%)

Qualifications (Education, Experience and Specialized Training)

• Bachelor’s degree or at least 4 years of equivalent experience
• Two years of experience in customer support services
• Experience must include the performance of responsible administrative and project management duties

Physical Demands

This position is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. Occasionally lift and/or move objects weighing up to 10 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed.

Skills and Attributes

Knowledge of:

• Policies and procedures related to federal and non-feral funding
• Modern office practices and procedures

Skills:

• Proficient in various computer software programs (i.e., Microsoft Office suite, Adobe Acrobat, web-based programs)
• Excellent customer service and organization skills
• Excellent written and verbal communication skills
• Excellent interpersonal skills
• Must be a team player

Ability to:

• Work well with a diverse community
• Plan, schedule, allocate and prioritize workload to meet operating requirements
• Attention to detail and promptness

Posting Number: S681

Will this position required travel?: Yes

Will this position required night, weekend, and after hour work?: Yes

Will this positon be supported using grants or contract funding?

No

Number of Vacancies: 1

Desired Start Date: 10/01/2024

Open Date: 09/08/2024

Close Date: 10/31/2024

Open Until Filled: No

Special Instructions Summary

Each applicant, including all current employees, must complete and submit the following documents:

• Tuskegee University employment application
• Cover Letter
• Resume/CV
• Recommendation letters
• Copies of unofficial transcripts.
• Please note that official transcripts(s) will be required upon hire

Quick Link for Internal Postings: https://tuskegee.peopleadmin.com/postings/2186

Equal Employment Opportunity Employer-Male/Female/Veteran/Disabled

Federal law requires identity and employment eligibility verification on Form I-9 within three (3) business days of employment. Must be able to pass a drug screen and background check.