Administrative Assistant

Job Description

REQUIREMENTS

• Knowledge of Microsoft Office and Excel
• Knowledge of College budget and accounts payable/receivable procedures
• Ability to compile and prepare data and information
• Ability to manage multiple priorities, including special projects
• Ability to maintain confidentiality, professionalism, and use sound judgment on disclosure of confidential or sensitive issues

EDUCATION: Associate degree or higher
EXPERIENCE: Three (3) years of experience in an administrative or support position

RESPONSIBILITIES

• Contacts appropriate College administrative and professional staff as well as industry, community and professional resources on supervisor’s behalf to collect data and prepare specific reports; utilizes spreadsheet, word processing, and appropriate technology and software to format results.
• Assists the College administrator with daily and unique issues with a high degree of accuracy, efficiency, confidentiality, and professionalism.
• Demonstrates initiative when providing assistance to the College administrator.
• Schedules, attends, and take minutes at campus and/or college meetings or hearings as needed; prepares and distributes documents, reports, and minutes as appropriate; maintains and tracks the supervisor’s appointments for review and follow-up.
• Answers and screens telephone calls; promotes customer confidence and operations by assisting in resolving questions or issues raised, referring inquiries to appropriate areas within the college.
• Provides oversight and coordination of administrator’s schedule including meetings and travel arrangements; receives and routes correspondence to appropriate entities for further action.
• Coordinates or assists with special events or projects when requested.
• Maintains department budget utilizing the college wide software systems; investigates problems or inconsistencies with budget, as needed.
• Supervises work of federal work study or student assistants and staff including training, assigning duties, and monitoring performance as directed.
• Maintains office supply inventory for department use; utilizes college wide computer system to enter purchase order requisitions according to established College purchasing procedures.
• Prepares, edits, and finalizes written materials such as letters, memos, correspondence, forms, contracts, and reports with direction from assigned administrator.
• Creates and maintains various college and campus lists (e.g. Outlook distributions, organizational charts, emergency lists, etc.).
• Performs other related duties, as assigned.
• Ability to work additional hours, as needed.

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