Title: Administrative Support Specialist
State Role Title: Admin and Office Spec II
Hiring Range: $15.00/hr
Pay Band: 2
Agency: West Piedmont Higher Ed Center
Location: West Piedmont Higher Ed Center
Agency Website: https://wphed.org/
Recruitment Type: General Public - G
Job Duties
The Administrative Support Specialist will provide administrative and operational support within the fiscal, grant management, and procurement areas to ensure continued operations of New College Institute.
Position Purpose
The Administrative Support Specialist provides administrative and fiscal support to West Piedmont Higher Education Center (WPHEC), assisting with financial records, accounts payable, procurement, grant tracking, employee reimbursements, and related operational activities.
Essential Job Duties and Responsibilities
Fiscal Operations and Financial Records
-Receive, review, and process vendor invoices, vouchers, purchase requests, and employee travel and expense reimbursements to ensure accuracy and compliance with applicable state policies, procurement procedures, and CAPP requirements.
-Verify that invoices have complete purchase request documentation and that sufficient budget funds are available.
-Ensure vouchers are complete and accurate before submitting them to the Director of Finance for approval.
-Maintain the voucher log and retrieve and review monthly Cardinal financial reports to verify expenses for both funds and support Department of Accounts (DOA) financial reporting.
-Assist with grant administration by verifying project coding, tracking expenditures, and maintaining expense reports and supporting documentation.
-Assist with year-end closing reports and higher education reports in accordance with established requirements.
Internal Controls and Administrative Support
-Assist with Agency Risk Management and Internal Controls Standards (ARMICS) testing, including identifying transactions for testing and maintaining supporting documentation.
-Provide backup support for accounts receivable and assist with inventory procedures.
-Support payroll-related functions and other fiscal activities as needed.
-Maintain accurate financial records, organized filing systems, and confidential documentation.
-Assist with improving administrative processes and workflows to support accuracy and efficiency.
-Communicate and collaborate with fiscal staff, vendors, colleagues, program directors, faculty, and external partners as needed.
-Perform other related administrative and fiscal duties as assigned.
-Serve on committees and participate in special projects as assigned by the Director.
Work Schedule
This is a part-time, first-shift position with a maximum of 29 hours per week. The anticipated schedule is Monday through Friday, 9:00 a.m. to 5:00 p.m., with some flexibility based on operational needs.
Minimum Qualifications
- Proficiency in Microsoft Office applications, particularly Microsoft Excel and Word.
- Strong organizational skills and attention to detail.
- Ability to review, organize, and maintain accurate records and financial documentation.
- Ability to prioritize tasks, meet deadlines, and work independently.
- Effective written and verbal communication skills.
- Ability to exercise sound judgment and maintain confidentiality when handling sensitive financial, employee, and agency information.
- Demonstrated problem-solving skills and the ability to adapt to changing priorities.
- Ability to work effectively with colleagues and other stakeholders in a professional manner.
Additional Considerations
- Experience in accounting, bookkeeping, accounts payable, accounts receivable, procurement, or administrative support.
- Familiarity with Virginia state financial and procurement systems, including Cardinal and eVA, or similar platforms.
- Knowledge of financial procedures, purchasing, budget tracking, financial reporting, and compliance requirements.
- Experience with financial data analysis, Excel-based reporting, reconciliations, grant tracking, or audit documentation.
- Experience assisting with internal controls, inventory management, or financial recordkeeping.
- Experience developing or improving administrative processes and workflows.
- Experience working in higher education, government, public-sector, or other regulated environments.
- Experience supporting leadership or executive-level staff and collaborating across departments or with external partners.
- One to three years of relevant experience, or comparable knowledge and skills in related areas.
- Postsecondary education or coursework in finance, accounting, business administration, or a related field.
- Relevant training or certifications in finance, bookkeeping, project management, or administrative support.
Special Instructions
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
Contact Information
Name: Diana Pace
Phone: 276-403-5627
Email: hrdept@wphed.org
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.