Administrative Assistant-I-Full-Time, Temporary Up To 120 Calendar Days

Description
The Sponsored Programs Administration Department located on the Sacramento State campus is seeking to hire one employee for an Administrative Assistant I role. The Administrative Assistant I (Assistant I) serves as receptionist and acts as the initial contact for the Sponsored Programs Administration (SPA) department. The Assistant I provides administrative support for SPA staff.
Requirements
Conditions of Employment
This is a part-time, temporary, non-benefited position. Employment in all positions with University Enterprises, Inc. is dependent upon the mutual consent of University Enterprises, Inc. and the employee. This means that either University Enterprises, Inc. or the employee can, at any time, terminate the employment relationship at will, with or without cause.
UEI does not allow employees to hold more than one UEI Job at a time, or work in more than one college or center per pay period. UEI employees who are considering leaving their current UEI position for a different UEI posting should inform their supervisor in writing and provide at least a week's notice.
Depending on the type of position you are applying for, a pre-employment background check consisting of one or more of the following may be conducted: employment history, professional references, criminal check: educational verification (i.e., degree, license, or official transcript), DMV clearance. Applicants will be required to pass required pre-employment checks to the satisfaction of University Enterprises, Inc. (UEI) and the hiring Agency or Department.
Prerequisites
NA
Majors/Fields of Study
Work Schedule
Flexible workdays and work hours, Monday - Friday, between 8 AM - 5 PM. Final work schedule to be determined by supervisor.
Additional Work Schedule
Temporary employees generally work up to 40 hours per work week up 120 calendar days.
Minimum Qualifications

• Demonstrated professional experience in a customer service position within an office or other administrative environment.
• Experience performing clerical functions such as word processing, filing and typing.
• Demonstrated experience with computer applications such as word processing, spreadsheet, email, internet, and databases.
• Demonstrated familiarity with basic accounting functions.
• Ability to use computer systems, printers, photocopier, electronic typewriter, multi-line phone and fax.
• Ability to function effectively in a detail-oriented capacity. Ability to interact professionally, courteously and effectively with internal and external clients.
• Ability to use discretion in handling and maintaining confidential information such as payroll materials (specifically timesheets) and other sensitive information within the offices of Sponsored Programs Administration at all times.
• Ability to work independently, multi-task, and to respond effectively to changes in priorities and overlapping deadlines.
• Must possess fundamental written and oral communication skills, including working knowledge of English grammar, spelling, and punctuation. Excellent oral and written communication skills and interpersonal skills

Preferred Qualifications
NA
Duties and Responsibilities

• Performs clerical duties such as, typing and preparing documents, correspondence, and reports; maintaining files and databases; photocopying and distributing materials as needed; and preparing documents for scanning.
• Prepares and scans documents; maintaining document imaging system.
• Provides administrative assistance with post-award tasks such as preparing basic accounting journal entries and basic forms completion.
• Enters award information into grants/contracts management database.
• Accesses and updates general ledger account information within database (Finance Enterprise (FE). Performs basic functions in FE as necessary.
• Answers a multi-line telephone for the office; responds to requests for information and answers general questions related to the department from internal and external customers; directs calls to others within the office as appropriate. First point of contact for internal and external customers for SPA; assists with virtual front desk.
• Assists with centralized emails, communications, and related processes such as routing documents and performing follow up.
• Ensures mail is picked up and delivered regularly. Sorts, date stamps and distributes incoming mail.
• Assists with schedules and handles communication of inter-office staff meetings and special activities; assists with management conference room calendar.
• Assists with maintaining office supplies. Assists with reviews of billing statements and orders for office expenses; prepares expenditure forms for approval.
• Assists with communicating building and equipment maintenance/repair needs to appropriate department.
• Assists with record retention and maintains record of files in storage and scheduled file destruction dates.
• Performs other job-related duties as assigned.

Physical Requirements
Sit for extended periods; frequently stand and walk; manual dexterity and hand-eye coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computer workstations, telephones, calculators, copiers, printers, and scanners with or without reasonable accommodation.
Working Conditions
Work is performed in an office environment.
Application Instructions
Please complete all fields of the employment application. Include your educational history in the "Educational Experience" section and any employment history in the "Employment Experience" section of our application.
Apply by: 4/29/2024