Secretary III (Part-Time)

The Secretary III provides administrative and customer service support for the Purchasing and Accounts Payable Department. Serving as the department's primary front desk contact, this position assists college employees, vendors, and members of the public by providing information, responding to inquiries, and directing requests to appropriate staff. The Secretary III performs a variety of administrative, clerical, and records management duties to support efficient office operations and assists departmental staff with accounts payable and vendor administration activities. Customer Service and Front Desk Operations Serve as the first point of contact for visitors, vendors, and college employees. Answer, screen, and route incoming telephone calls. Respond to email inquiries and provide general information regarding Purchasing and Accounts Payable services and procedures. Assist customers in resolving routine issues and direct inquiries to appropriate staff members. Receive and distribute departmental mail and deliveries. Administrative and Secretarial Support Prepare correspondence, reports, forms, and other departmental documents. Schedule meetings and maintain calendars as assigned. Maintain office records, files, and reference materials. Assist with special projects and administrative assignments. Perform data entry and routine clerical duties. Vendor File Administration Assist with maintaining vendor records and supporting documentation. Update vendor information as directed. Organize and maintain vendor files in accordance with department procedures. Assist departmental staff with vendor onboarding documentation and record keeping. Accounts Payable Support Assist with reviewing invoice matching exceptions. Research discrepancies and communicate with departments regarding receiving documentation. Support Accounts Payable staff in resolving routine invoice processing issues. Other Duties as Assigned Perform other duties and special projects as assigned. Knowledge, Skills, and Abilities Knowledge of general office procedures and practices. Strong customer service and interpersonal skills. Effective verbal and written communication skills. Strong organizational and record keeping abilities. Ability to maintain confidentiality. Attention to detail and accuracy. Ability to prioritize multiple assignments and meet deadlines. Proficiency in Microsoft Office applications. Ability to learn new software systems and processes. Ability to work independently and as part of a team. Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College. Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities. High school diploma or equivalent. One (1) to three (3) years of clerical, administrative support, customer service, or related office experience. Equivalent combinations of education and experience may be considered. Experience working in a college, university, or public-sector environment. Experience providing front desk or receptionist services. Experience maintaining electronic and paper records. Familiarity with Banner Finance, Jaggaer, or similar business systems.