Administrative Assistant II

Administrative Assistant II

Under limited and regular supervision, provide advanced clerical support, involving Front Desk functions, multiple types of software (word processing, data entry, etc.), processing of numerical and text materials; and supervision of student workers. Lead or direct all office support activity. Must exercise independent and sound judgment (advanced reasoning, mature critical/analytical thinking skills) in handling of routine or non-routine office duties. Assist other staff with office tasks and projects as necessary. Provide excellent customer service to students, faculty, staff, administration, and others through all methods of contact. Confidentiality and discretion are required. Must provide direct clerical support to the Dean of Career & Technical Education (CTE), as well as the CTE office.

Essential Duties and Responsibilities include the following. Related duties may be assigned:

• Manage the reception area of the division office by greeting guests, answering phone calls, and responding to messages.
• Coordinate supervisor's calendar. Schedule/confirm all appointments and meetings, internal and external. Coordinate travel schedule and reservations, using travel application process.
• Support the Dean, faculty, and department coordinators with procuring supplies and equipment, and coordinating service or maintenance requests.
• Prepare and process paperwork and forms related to payroll, course scheduling, stipends, student services, and apprenticeship programs
• Sort/distribute mail, answer telephone, take/route messages. Prepare outgoing mail and correspondence, including e-mails, faxes, etc. Proficient in all methods of telecommunications.
• Manage the loading of classes. Maintain program, curriculum and student attendance information/records, per supervisor.
• Process all student inquiries, guide new students through registration process, and help with student advisement for Automotive, Aviation, CIS, Engineering, Manufacturing, Mechatronics, and Welding programs (and any others) supervised by the Dean.
• Compile material to be typed/processed. Be aware of instructions accompanying material, or follow verbal instructions from supervisor or person requesting document, to determine format desired, number of copies needed, priority, and other requirements.
• Prepare, revise, maintain/monitor a variety of materials such as correspondence, PowerPoint presentations, departmental budgets, reports, statistical tables, contact information lists, and forms - from rough draft, corrected copy, or previous computer versions - utilizing a variety of resources, electronic or otherwise - Make printed copies as needed.
• Proofread completed documents to check for errors (content, spelling, grammar), and make corrections. Verify totals, performing simple computations or routine statistical analysis for budgets, grants, financial processes (report forms, requisitions, invoices, etc.).
• Maintain accurate knowledge of college and department resources for responding to questions from both internal and external customers. Utilize tact, courtesy, and excellent oral/written communication skills in establishing/maintaining effective relationships with persons contacted in the course of work.
• Coordinate meetings, prepare agendas, reserve and prepare meeting or event facilities. Attend meetings as needed and record minutes/notes as necessary/assigned.
• Assist with faculty and staff operational needs for all programs within the department (securing appropriate badge access, IT issues, printing services, purchasing, marketing requests and website updates, etc.)
• File and code completed documents. Organize and maintain electronic and paper filing systems - includes correspondence and other records, plus back-up storage; and purging files in accordance with statutory governmental regulations and/or college guidelines.
• Order and maintain office and departmental supplies.
• Operate photocopying and fax machine; perform minor preventative maintenance on office and/or arrange for equipment maintenance.
• Occasional work location varies based on direction and needs of department.
• Regular attendance is expected.
• Related duties may be assigned as per direction of the Dean.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Minimum Qualifications Associate's degree or equivalent related experience required. Associate's degree and minimum of one-year related professional experience preferred. Windows, Microsoft Word, Excel (spreadsheet design and entry), database entry, Web page maintenance and ability to learn the college's administrative software system. Valid Driver's License. Work Environment The job is primarily performed in an office setting. Physical Demands The physical demands described in this section are representative of those an employee must meet to successfully perform the essential functions of this position. While performing this role, employees regularly use their hands to operate tools, equipment, or controls, and to reach, handle, or manipulate objects. The role also involves frequent verbal communication and active listening, as well as periods of standing. Reasonable Accommodations Reasonable accommodations may be provided to individuals with disabilities throughout the employment process. Including application and hiring, and to perform the essential functions of the position.