Administrative Specialist Finance

Administrative Specialist Finance

Full-time Support Staff

Sugar Grove Campus

Hybrid Option : Option : Yes

Join our dynamic team at Waubonsee Community College, where your career can flourish. We are committed to being an exceptional employer, offering a comprehensive benefits package with generous time off, low-cost medical, dental, and vision plans, and a secure pension plan through SURS. You'll also enjoy 14 paid holidays, including winter and Thanksgiving breaks. Be part of a transformative institution, dedicated to making a positive impact in our community and the lives of our students. Your future starts here - join us today!

Waubonsee Community College is committed to hiring and retaining exceptional faculty and staff who are committed to the college's culture of collaboration, professional growth and student success.

This position reports to the Assistant Vice President of Finance. It provides a full range of administrative services necessary to support Finance functions for the college, including but not limited to vendor maintenance, various filing of financial reports, tax levy, audit, college budget, travel arrangements and expense reports, and record retention. This position must exercise initiative, creativity, discretion, eye for details, and professionalism in all areas of communication.

Serve as administrative specialist to the Assistant Vice President of Finance, the Director of Financial and Auxiliary Services, and Finance department.

Maintain and verify vendor records with processes including but not limited to new vendor creation, vendor application and updates, and document verification.

Assist with preparation and filing of financial reporting, including but not limited to college audit, tax levy, and college budget.

Anticipate, coordinate, and process routine office transactions (i.e., travel arrangements, expense reports, creating / updating forms / templates, requisitions, monitor and order office supplies, mail distribution, etc.).

Maintain and monitor all records pertaining to the responsibilities of the Finance department; Assist with records management for the college.

Process retirees medical billing and assist with annual data collection for valuation.

Maintain calendars for the Finance administrators.

Coordinate meetings, including communications, room scheduling, room set-ups, and record minutes.

Record and monitor time and attendance for the Finance department.

Assist with processing transactions related to accounts receivable, accounts payable, and purchasing.

Perform other duties as assigned.

Minimum Qualifications

High school diploma or equivalent required; associate degree or additional financial accounting, administrative training and / or coursework preferred.

Three years related administrative experience required.

Aptitude for numbers and attention to detail required.

Experience with Windows, Microsoft Word, Excel, electronic calendar and mail required. Experience with accounting software systems preferred.

Ability to work independently with demonstrated ability to manage multiple competing tasks within the established deadlines.

Excellent written and oral communication, organizational and human relations skills with the ability to handle sensitive issues, maintain confidentiality and communicate professionally.

Proficiency in editing, proofreading, and protecting sensitive information

Please attach the following documents when applying :

• Cover Letter-Yes
• Resume-Yes
• References-No (Can be provided at interview)
• Transcripts-No (Can be provided at interview)

Position Details

req2017

Grant Funded : No

Compensation Range : 20.83 - 25.10

Compensation Type : Hourly

Compensation : The pay for this position will be determined by your experience, education, and qualifications.

Work Schedule : M-F 8 a.m. - 4 : 30 p.m.

Work Hours : 40 hours / week

Testing : Yes

Targeted Hire Date : 10 / 20 / 2025

Benefits : Click to See Benefits Page

Special Instructions : Please attach all required documents at the time of application.

EOE, including disability and veteran