Assistant, Senior Administrative

Assistant, Senior Administrative

To oversee and track budgets, departmental purchases, financial records, project and equipment expenditures, for Facilities Maintenance and Operations. Serves as the liaison between Facilities Maintenance and Operations and ACC Business Services (Purchasing, Accounting, Budget, Accounts Payable, Accounts Receivable).

Description of Duties and Tasks :

• Manages the requisitioning process of goods and services, taking into consideration cost, lead times, competitive bidding requirements, and existing contracts and cooperative price agreements. Consults with vendors to clarify purchasing requests and refines specifications and proposals to align with departmental needs.
• Coordinates the development, tracking, and maintenance of departmental operating, FIB, and project budgets.
• Collaborates with the Facilities Maintenance and Operations on writing and reviewing specifications, contracts, amendments, and related documents, and evaluation of bids, quotes, estimates, and proposals for goods and services. Verifies funding availability.
• Reviews, processes, and approves invoices, applications for payment; monitors payment processing with Accounts Payable to ensure timely processing of vendor payments.
• Analyzes, identifies, mitigates, resolves, or escalates potential and actual problems with expense issues. Identifies and solves problems with transactions, budgets, and payments. Coordinates with appropriate staff to resolve issues related to expenditures and budget items.
• Develops and implements reliable methods and processes, ensuring transactions are properly validated, approved, and documented. Ensures accurate and complete data is entered into transaction application systems. Audits transactions for accuracy and compliance. Creates and maintains a checks and balances system to be used for reconciling budgets and accounts.
• Acts as liaison between Facilities Maintenance and Operations and Business Services to renew ongoing contracts, and ensures that goods and services are acquired in accordance with laws, policies, and contractual obligations.
• Approves expenditures based on the Facilities Maintenance and Operations authority matrix.
• Evaluates business processes and suggests and implements improvements. Establishes and documents processes that support the continuous improvement of sound business practices. Interprets historical, current, and projected data to identify problems, causes, and areas for which solutions or changes are needed.
• Coordinates the business technology system integration for Facilities Maintenance and Operations.
• Expedites the processing of documents or other items requiring action, assesses and works with staff and vendors to resolve issues and complete tasks. Acts as a point of contact to facilitate the flow of data and information to and from internal and external business partners.
• Performs complex computer activities, including word processing, data processing, budget and financial spreadsheets, and reporting. Compiles data and reports, creates reliable and reviewable audit trails. Prepares and presents clear and concise budget, account, and expense reports.
• Ensures all accounts, funding requests, and budget transfers are appropriate and properly validated, approved, and documented.
• Trains staff, as needed, regarding purchasing, business, budget, and expense processes, and the fiscal year budget transition.

Knowledge :

Skills :

Technology Skills :

Required Work Experience :

Required Education :

Physical Requirements :

Safety :

Salary Range : $47,908 - $59,885

Number of Openings : 1

Job Posting Close Date : December 18, 2025