Administrative Assistant Department of Public Safety

About the position

The Administrative Assistant position at Duquesne University's Department of Public Safety is a highly skilled role that requires initiative, independent judgment, and the ability to handle confidential information. The successful candidate will support Public Safety personnel and the Business Office through various administrative functions, ensuring smooth operations and effective communication within the department.

Responsibilities

• Monitors work schedules and compiles time records for employees, entering hours worked in Kronos and Banner for payroll processing.
• Maintains leave balances for employees of two Unions, including sick, vacation, personal, and compensation time.
• Processes police reports daily using the Automated Records Management System (ARMS).
• Collects, processes, and maintains citation files.
• Performs all purchasing functions required within the department, orders supplies, and controls inventory.
• Prepares authorized payment reports and monitors office expenditures.
• Supervises one student aide.
• Oversees and manages internal work order requests for Facilities Management, Printing & Graphics, and Mailing Services.
• Receives incoming phone calls and mail, interfacing with students, parents, staff, and faculty in a professional manner.
• Prepares and maintains confidential data in accordance with established policies and procedures.
• Works directly with the Business Manager to provide continuity in the management of day-to-day operations of the Public Safety Business Office.
• Assists the Business Manager with special projects and initiatives.
• Performs other duties as assigned.

Requirements

• Associate's degree from an accredited institution.
• 2-4 years of relevant work experience.
• Proficient in Microsoft Office Suite.
• Ability to communicate effectively.
• Ability to work independently.

Nice-to-haves

• Previous higher education experience.
• Knowledge of Kronos and Banner Systems.