What are the responsibilities and job description for the Coordinator, Administrative Services position at New College of Florida?
The Coordinator, Admin Services, performs accounts payable and budgetary responsibilities, & operates as back-up to the Assistant Director and Mailroom Staff,
- Maintains operating manual for office procedures
- Process large volume of A/P invoices and utility billing
- Organizes and maintains electronic files
- Answers a multi-line telephone, routes calls accordingly, and takes accurate messages
- Monitors radio dispatch and routes dispatches messages, information, etc.
- Works closely with maintenance staff and outside vendors
- Acts as a receptionist; greets, announces and routes visitors
- Distributes and monitors keys assigned to vendors; maintains new key file for distribution to NCF employees
- Prepares and enters Purchase Order Requisitions in Banner to produce accurate Purchase Orders
- Maintains budget within each Purchase Order to ensure availability of funds
- Ensures invoices match PO’s and are set for payment in a timely manner
- Prepares Professional Service Agreements for Vendors, and obtains Certificates of Insurance; maintains proper files of same
- Performs internal audit when invoices are presented against a Purchase Order for Physical Plant
- Provides an internal cross-check of accuracy against the proposal/invoice/purchase order
- processes all department invoices, including campus utility bills
- Manages Attractive Asset List, and maintains Elevator License, Boiler License, Warranty, Vehicle Information and other files
- Calculates and compiles monthly utility consumption report; calculates and compiles quarterly energy consumption report and cost data; submits all data to appropriate authority
- Other duties as assigned
- High school diploma or GED and five (5) years of experience in an office or administrative support position. Addition education may be substituted for this experience
- requirement
- Strong accounts payable and budgeting experience is needed with a solid knowledge of creating detailed excel spreadsheets and statistical reports.
- Must demonstrate the ability to work well with others. Courtesy, cooperation, and consideration are required to be successful in this position.
- Must be able to take a project/process from start to finish
- Experience with Microsoft Office
- Excellent communication skills (verbal and written)
- Experience using a radio dispatch
- resilient attitude/ability to work in a fast paced environment
- Construction and/or Accounting experience
- Ellucian Banner experience
- Adobe and Google Suite experience
