Senior Administrative Assistant

Special Instructions

The South Texas College Office of Human Resources will not be held responsible for redacting any confidential or sensitive information from the documents that you attach to your application. Confidential and sensitive information include the following:

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• Date of Birth
• Age
• Citizenship Status
• Gender
• Ethnicity/Race
• Marital Status
• Applicant Photos
  
  
  
  

* A redaction guide can be found by clicking here.

Please make sure that you omit this information from your application prior to submission. We are advising you that the Office of Human Resources will be forwarding your application to the hiring department as per your submission.

Transcripts
Transcripts must be from an institution accredited by an accrediting agency recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA).

Foreign transcripts
Applicants submitting employment applications with foreign transcripts must provide transcript equivalency documentation from an approved evaluation service. The evaluation service must be a member of the National Association of Credential Evaluation Services (NACES). The evaluation service links on the following site are provided by South Texas College for your convenience but are not affiliated with South Texas College: NACES Members

Job Description

Department: Department of Public Safety

General Statement of Job

The Senior Administrative Assistant assists with facilitating communications between the Department of Public Safety and the College. The Senior Administrative Assistant provides administrative support to the Chief of Police, administrators, and Department of Public Safety staff by planning and following up on administrative matters and by performing the following essential duties and other duties as assigned.

Specific Duties and Responsibilities

Essential Functions:

• Provides administrative support and assistance to the Chief of Police, administrators, division, and office staff.
• Facilitate communications within the Department of Public Safety and the College by anticipating, planning, and following up on administrative matters.
• Archives confidential information and stores it based on the Records Retention Cycle.
• Assists in administrative affairs of the Chief of Police.
• Assists with the coordination of the Chief of Police and administrators’ calendar.
• Collects data and information required to prepare reports and documents as requested.
• Coordinates activities/reports with other departments and divisions.
• Manages and/or monitors multiple activities and coordinated tasks, with some weekend and evening work required to meet strict deadlines.
• Responds to inquiries and directs to appropriate department staff.
• Addresses problems and concerns as they come to the Department of Public Safety and formulates solutions or refers to the College’s policies and procedures for guidance.
• Represents the Department of Public Safety with good customer service, providing correct information and maintaining a professional image.
• Maintains and updates documents outlining and explaining division procedures and policies.
• Reviews and maintains budget for the Department of Public Safety accounts.
• Assists with annual budget development and subsequent preparation, including but not limited to monitoring budget, tracking of requisitions and purchase orders, and processing reconciliations.
• Orders and maintains supplies and arranges for equipment maintenance.
• Coordinates and processes travel arrangements, authorizations/vouchers, mileage reimbursements, and applicable forms.
• Assists in the Department of Public Safety meetings, as well as the coordination of the equipment to be used, and the refreshments to be served at meetings and scheduled events.
• Organizes and conducts consistent training for division’s support staff.
• Creates and prepares meeting minutes.
• Verifies Department of Public Safety documentation, as needed.
• Serves as Campus Security Authority.
• Performs other duties as assigned.

Required Education and Experience

• Bachelor's Degree in related field required.
• At least two (2) years work experience in a professional work setting required.

Required Knowledge, Skills and Abilities

• Excellent oral, written and interpersonal communication skills.
• Demonstrated expertise in computers and office automation, including word processing, spreadsheets, Excel, PowerPoint, Access (database) and overall knowledge of the Windows environment.
• Strong proficiency in composing correspondence and preparing lengthy documents and reports.
• Ability to prioritize, organize and complete multiple tasks.
• Ability to work independently as well as a team player within department and with others.
• Ability to exercise sound judgment within a fast-paced and stressful office environment.
• Interact with the public in a positive manner, answer questions regarding programs and department matters, and refer the public to the appropriate office.
• Possess strong critical-thinking and problem-solving skills.
• Professional pride and commitment to perform all responsibilities with high quality, accuracy and timeliness.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Strong proficiency in composing correspondence and in preparing lengthy documents and reports, both accurately and with attention to detail.
• Ability to address problems and concerns from students, faculty, staff and the public, and formulate solutions with great attention given to customer service.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

Checks, Certificates, Licenses, and Registrations

• Security Sensitive position: All applicants are subject to a criminal background check under South Texas College policy.
• In addition, subject to a federal background check.
• Must have or qualify for a valid Texas driver's license and proof of liability insurance.

Physical Requirements

• Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms. Body agility is emphasized.
• Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Applying pressure to an object with the fingers and palm.
• Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Ability to make rational decisions through sound logic and deductive processes.
• Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
• Extending hand(s) and arm(s) in any direction.
• Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
• Visual Acuity to determine the accuracy, neatness, and thoroughness of the work assigned or to make general observations of facilities or structures.
• Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Minimum Compensation

Desired Start Date

Posting Close Date (No Close Date if Blank)