Administrative Assistant-Substitute

Definition

Under direction , performs technical office and administrative support duties in compliance with established policies, procedures and requirements ; prepares and proofreads complex documents; greets visitors and explains departmental a wide variety of policies, procedures and requirements; maintains information in manual and electronic systems; prepares and processes financial records ; performs advanced financial clerical duties and other related duties as assigned.

Supervision

W ork s under the d irect s upervision of the department manager.

Does not directly or indirectly supervise other employees but may provide work direction to student workers , lower level employees, and/or temporary employees.

Essential Duties And Responsibilities

Performs technical office and administrative support duties in compliance with established policies, procedures and requirements; determines work plans and sets priorities to meet deadlines; exercises reasonable judgment in the implementation of administrative procedures and protocols within the scope of established policies .

M aintains specialized information related to department operations; develops and maintains logs and records in support of office operations; sorts, codes, files and retrieves documents using various manual and computerized filing systems; maintains complex interrelated files; s earches databases and record systems to gather, compile and report information .

Greets and assists employees, students, and/or the public in person, on the phone, on the computer or through other means of communication and provides customer service in a calm, helpful and effective manner; researches complex issues and i nterprets and explains specialized information regarding established rules, regulations, policies, procedures and technical office operations; receives and seeks resolution for customer complaints; obtains in-depth, complex and/or sensitive information from employees, students, and others.

Prepares, proofreads and edits complex and detailed reports, letters, contracts, course outlines /documentation /schedules , correspondence, requisitions, statistical reports, grant reports, federal and state reports and other documents ; checks documents for technical accuracy, completeness, punctuation, spelling and grammatical correctness; inserts charts, graphs, tables and other requested items; may develop informational materials and/or presentations regarding department programs/services.

Researches , compiles and processes financial and/or other types of numerical data related to departmental administrative and/or academic operations; maintains manual or automated data systems; searches records, extracts/compiles data, and provides information and reports to management and/or other staff as required .

C oordinates and/or performs clerical bookkeeping duties related to payroll, purchasing, inventory management , and/or related functions; computes, collects and receipts monies and fees; maintains ledgers, accounts, spreadsheets and/or databases; orders, receives, stores, and issues supplies, books, materials, and equipment and maintains office inventories; coordinates with external vendors and Purchasing staff to initiate large purchases in accordance with College procurement policies; assists with developing, preparing and administering departmental and/or program budgets .

Receives , and process es applications for programs , services , awards, scholarships or special classes ; gathers student eligibility information from academic histories, transcripts and the completion of prerequisites; notifies students of missing or needed courses or information .

Performs routine administrative support work in support of management and faculty; monitors schedules, deadlines and calendars as assigned; arranges and coordinates meetings, seminars or classes; prepares meeting agendas, materials and minutes; arranges for travel and transportation; maintains computerized systems and processes and coordinates with information technology staff as needed to resolve problems.

Identifies and recommends options for improving office efficiency; develops clerical and administrative tools, such as complex spreadsheets and databases, to assist management with tracking and analyzing information; investigates and recommends solutions for improving office technology.

May provide staff support and coordination for a board, commission or committee .

May gather, review, verify and prepare time sheets, attendance records and other routine employment-related documents; may receive and process faculty evaluations submitted by student s.

May assist in coordinating departmental special events .

May assist in updating department websites, social media accounts, and/or other communication tools; may prepare flyers and informational materials regarding departmental events.

May provide work direction to student workers , lower level employees, and/or other temporary employees .

Performs other related duties as assigned.

Minimum Qualifications

High School Diploma or equivalent.

Four (4) years of clerical or office administrative experience in a high volume, high traffic office .

Licenses/Certifications/Other Requirements: None.

Knowledge Of

Administrative support methods of researching, gathering, organizing and reporting data.

Administrative support practices related to bookkeeping, payroll, purchasing, inventory control, and office systems development/maintenance.

Methods of prioritizing, planning and organizing work.

Laws, regulations, standards, and/or requirements applicable to areas of assignment .

Standard office practices or procedures.

Standard office software and modern office equipment.

Standard formats for business letters and other communications.

M ethods of filing information using alpha, numeric and alphanumeric systems.

Correct use of the English language, including spelling, punctuation and grammar.

Principles and practices of customer service.

B usiness arithmetic.

Ability To

Perform technical administrative work.

Research, organize and, maintain information, including financial or program-specific data.

Understand, apply, and explain the laws, regulations, policies and/or procedures applicable to the area of assignment.

Operate a variety of office equipment including computers and printers/copiers.

Utilize standard office software (e.g., email, word processing, and spreadsheet software).

Maintain confidentiality of sensitive and/or protected information.

P repare reports, correspondence and other documents using multiple business formats.

Prioritize work and complete assignments accurately and within established deadlines.

Provide and obtain detailed information to/from others.

Provide customer service with a high level of sensitivity, tact and patience.

Exercise reasonable judgment in performing job duties.

Perform and prioritize multiple tasks.

Communicate effectively, both orally and in writing.

Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.

Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

Physical And Mental Standards

Mobility: frequent sit ting for long periods ; occasional kneeling, crouching, pushing, pulling, walking and standing; occasional reach ing above and below desk level .

Dexterity: frequent fine manipulation sufficient to operate a computer keyboard ; frequent grasping to handle individual papers, write and take notes ; and feel individual objects .

Lifting : frequent lifting of papers, files, equipment and material weighing up to 10 pounds ; occasional lifting up to 25 pounds.

Visual Requirements : frequent use of vision sufficient to read files, documents, and computer screens and do close-up work.

Hearing/Talking : frequent hearing and speaking in person and on the telephone.

Emotional/Psychological Factors : frequent contact with others including extensive public contact; frequent deadlines and time-limited assignments.

Environmental Conditions

Work is primarily performed in a standard office environment.