Administrative Services Assistant - REMOTE

Job Title: Administrative Services Assistant

Location: Nashville, Tennessee - REMOTE

• Under general supervision, is responsible for professional staff work of routine through average difficulty in relieving an executive of administrative detail; and performs related work as required.
• An employee in this class routinely performs general assignments to relieve an executive of administrative detail and other duties which do not require his/her personal attention.
• Routinely acts as liaison between executive's office and the governor's office, departmental staff, and other state departments and agencies, local and federal agencies, and community organizations and groups; attends legislative functions and meetings as required to gain information; routinely handles complaints and requests from members of the legislature and other departments, citizens, and employees, as required; attends receptions, luncheons, dinners, and other gatherings in performing personal contact duties.
• Assigns, trains, supervises, and evaluates assigned clerical and other staff and their work; makes recommendations on personnel actions such as employment, promotion, demotion, transfer, retention, and increases for exceptional performance.
• Handles routine correspondence including composition of replies and routes to the appropriate operating division for reply; prepares non-routine correspondence as requested; assembles information for speeches, staff meetings, and other purposes; may take minutes at staff meetings.
• Makes travel arrangements; keeps expense accounts; orders office supplies as needed. Operates standard office machines and equipment as necessary.

Education and Experience:

Graduation from an accredited college or university with a bachelor's degree; qualifying full- time increasingly responsible sub-professional experience or paraprofessional or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Essential Functions/Duties

• Oversee daily operations of the finance and central receiving departments along with oversight of the procurement and financial aid departments.
• Maintain official financial records of the College. Establish internal controls.
• Develop standards and provide guidance for processing accounts payable, travel, receiving, and grants management.
• Provide professional accounting input relative to college programs and policies.
• Train, evaluate, reward, and encourage, as well as discipline assigned employees.
• Establish and implement short and long-range departmental goals, objectives, policies, and operating procedures.
• Know and enforce Polk State College Policies and Procedures.
• Integrate the goals and objectives of financial/business services office with those of the institution.
• Develop and/or recommend methods for implementing and then implement programs, services or procedures mandated by law, rule, or directive.
• Oversee the budget and resource allocation of all areas assigned.
• Administrative system - Finance module oversight. Coordinates testing and system updates with Data Processing and users.
• Responsible for maintaining appropriate security within the Finance module. In addition, coordinates with financial aid on module updates and testing.
• Serve on planning and policy- making committees.
• Manage the preparation of annual financial reports and various other State mandated reports.
• Assist with preparation of the budget.
• Act as the departmental liaison with auditors for all audits.
• Supervise Assistant Controller, Accounts Payable staff, and Central Services Supervisor.
• Other related duties as assigned.

Required Skills

• Knowledge of principles and practices of administering public accounting and finance systems and procedures.
• Knowledge of applicable laws, regulations, procedures, and processes governing the receipt, custody and expenditure of monies.
• Knowledge of state and federal college student laws.
• Ability to work cooperatively with college personnel.
• Excellent written and oral communications skills.
• Knowledge of the use of management information systems to support business office services related activities.
• Knowledge of Generally Accepted Accounting Principles (GAAP).
• Demonstrated leadership and supervisory skills, ability to resolve complex problems and effectively manage projects.
• Excellent skills in Microsoft Office 365 (Outlook, Excel, Word, PowerPoint).
• Ability to integrate new accounting and information systems. (Ellucian Banner a plus.)

Working Conditions/Additional Information

• This position is a full-time on-campus position located at our Winter Haven campus, but will travel to event locations as necessary. (Remote/hybrid options are not available.)
• Weekend and evening work may be required.
• Position may be required to work during College closures (such as winter/spring break and inclement weather closures).
• Reliable transportation is required for travel to campuses, centers, and community locations as needed.

Salary and Benefits Information

• This position is a level P19. Please see below for specific salary range.
• We offer an excellent employer-paid benefits package including the following: Medical, Dental, Life, Long-Term Disability, Vacation (except faculty), Holiday and Sick Leave, Retirement (if eligible) and college fee waivers. Other employee-paid, voluntary benefits (vision, short-term disability, etc.) are also available.

Required Education

A Bachelor's Degree from a regionally accredited institution in Accounting (or a related field) is required.

Preferred Education

Master's Degree in Accounting (or related field), MBA, or CPA preferred.

Required Experience

• Minimum of 8 years of progressively responsible experience in public or government accounting administration (or related area) with supervisory experience is required.
• A Master's Degree in Accounting (or related field), MBA, or CPA may substitute for up to 3 years of experience depending on degree/certification.

Submissions that do not include all parts of the following required information will not be considered:

• a resume
• an electronic job application (all sections MUST be completed)

Job Types: Full-time, Contract

Pay: $15.00 per hour

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Customer service: 3 years (Required)

Work Location: Remote