Under the direction of an assigned supervisor, perform varied and responsible secretarial and administrative assistant duties in support of an instructional division having multiple departments or a single function of similar scope of service and to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator; prepare and maintain a variety of manual and automated records and reports related to assigned activities.
Key Duties & Responsibilities
*Perform varied and responsible secretarial and administrative assistant duties in support of an instructional division having multiple departments or a single function of similar scope and to relieve the administrator of administrative and clerical detail.
*Plan, coordinate and organize office activities and coordinate flow of communications and information; assure smooth and efficient office operations.
*Serve as primary secretary to the assigned administrator; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences and other events.
*Receive visitors, including administrators, staff, parents and the public; provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues; refer difficult issues to the administrator as needed; provide technical information and assistance related to program or organizational operations and related laws, rules, regulations, policies and procedures.
*Compile information and prepare and maintain a variety of records, logs and reports related to programs, students, financial activity, budgets, attendance, staff, projects and assigned duties; establish and maintain filing systems; revise, verify, proofread and edit a variety of documents.
Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, manipulate data and generate various computerized lists and reports as requested; assure accuracy of input and output data.
*Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, agenda items, labels, fliers, requisitions, handbooks, newsletters, brochures, certificates, contracts and other materials; format materials to meet program and office needs.
*Research, compile and verify a variety of data and information; compute statistical information for various reports as necessary; process a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed.
*Coordinate, schedule and attend a variety of meetings, workshops and special events; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, workshops and other events; set up equipment and supplies for meetings and other events as needed; take, transcribe and distribute minutes as directed; assist in the preparation of meeting materials and reports.
*Monitor funds for income and expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required.
*Assist in the budget development process by gathering and compiling required information; maintain budget records and files; prepare and input accounting forms such as purchase orders, payment vouchers; monitor budget and staffing requests.
*Prepare and review routine personnel and payroll requisitions and claims for reimbursements.
*Perform special projects and prepare various forms and reports on behalf of the assigned administrator; attend to administrative details on special matters as assigned.
*Assist in the preparation and maintenance of course schedules, College catalogs, course descriptions, and curriculum forms related to department.
*Advise prospective students of application process; review applications and verify academic eligibility; conduct campus tours for prospective students.
*Monitor and update department or program website information, as directed.
*Communicate with personnel and various outside agencies to exchange information and resolve issues or concerns.
*Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software; drive a vehicle to conduct work.
*Receive, sort and distribute mail; prepare and distribute informational packets and bulk mailings as directed.
*Maintain appointment and activity schedules and calendars; coordinate travel arrangements and hotel reservations as necessary; reserve facilities and equipment for meetings and other events as needed.
*Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory as required; prepare, process and code purchase orders and invoices as assigned; arrange for billings and payments as directed.
*Train, direct, schedule, and supervise student assistants; provide work direction and train staff as assigned.
*Collect various monies and fees for assigned office or programs as required; prepare deposits as directed.
*Attend a variety of meetings and coordinate events related to position as assigned; serve on committees that involve staff from multiple departments; record proceedings, maintain committee records.
Perform related duties as assigned.
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school supplemented by college-level course work in secretarial science or related field and three years increasingly responsible secretarial or administrative assistant experience involving frequent public contact.
Department or program organization, operations, policies and objectives.
General functions, policies, rules and regulations of a community college.
Office management techniques and procedures.
Policies and objectives of assigned programs and activities.
Terminology, practices and procedures of assigned office.
Record-keeping and filing techniques.
Business letter and report writing, editing and proofreading.
Telephone techniques and etiquette.
Methods, procedures and terminology used in clerical accounting work.
Modern office practices, procedures and equipment.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Data control procedures and data entry operations.
Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.
Oral and written communication skills.
Methods of collecting and organizing data and information.
Public relations techniques.
Perform varied and responsible secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail.
Plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator.
Assure smooth and efficient office operations.
Learn organizational operations, policies and objectives.
Learn, interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
Compose correspondence and written materials independently or from oral instructions.
Perform a variety of clerical accounting duties in support of assigned department or program.
Type or input data at an acceptable rate of speed.
Answer telephones and greet the public courteously.
Complete work with many interruptions.
Compile and verify data and prepare reports.
Maintain a variety of records, logs and files.
Utilize a computer to input data, maintain automated records and generate computerized reports.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Work independently with little direction.
Communicate effectively both orally and in writing.
Add, subtract, multiply and divide with speed and accuracy.