Administrative AssistantCaldwell Community College & Technical Institute
Administrative Assistant, Counseling and Advisement Services
Salary: $2,240.25 - $2,612.17 Monthly
Opening Date: 05/06/19
Closing Date: 09/22/19 11:59 Pm
Performs a variety of responsible, complex, and confidential administrative, secretarial and clerical duties within the department of Counseling and Advisement Service, with an emphasis on support to the Academic Advisement Center; researches and compiles data for various reports; and provides information and assistance to faculty, staff, students and the public. Receives supervision from the Director, Counseling and Advisement Services.
Examples of duties:
Essential and other responsibilities and duties may include, but are not limited to, the following:
1.Establishes and maintains a variety of confidential files and records such as student advising portfolios, correspondence, the departmental budget, contracts, counselor agency lists and various materials related to the Department of Counseling and Advisement Services, both in hard copy format and electronically or online as appropriate.
2.Screens office and telephone calls; responds to sensitive complaints and requests for information from the general public, students, faculty and staff; resolve concerns and complaints; refer inquiries as appropriate.
3.Performs administrative duties within the clerical support system; recommends improvements in work flow, procedures and use of equipment and forms.
4.Participates in the administrative duties relating to Counseling and Advisement; prepares and distributes comprehensive notices, reports, minutes of meetings and agendas; compiles annual budget requirements; formats, prints, reviews and documents survey results, newsletters, manuals and a variety of college documents.
5.Operates a variety of office equipment including a phone system, copiers, facsimile machines and computers; inputs and retrieves data and text; utilizes various computer software programs.
6.Prepares, types and enters draft and final advising and counseling schedules into a host computer; assists with job fair preparation and execution.
7.Independently composes, types, reviews and proofreads a wide variety of complex and confidential reports, letters, memoranda and statistical charts.
8.Greets and assists visitors; answers questions in a courteous manner; provides information within area of assignment.
9.Maintains a calendar of activities, meetings and various events for assigned supervisor, both hard copy and electronically online; coordinates activities with other campus departments, the public and outside agencies; schedules student and staff appointments as needed; makes travel arrangements for campus managers and faculty; maintains records of travel vouchers, check requests, purchase orders and requisitions.
10.Assists with web conferencing set up, maintaining social media presence for the department as needed, and assists in the creation of web tutorials as appropriate.
11.Provides information and forms to the public as needed; apply departmental policies and procedures in determining completeness of applications, forms, records and reports.
12.Contacts the public and outside agencies in acquiring and providing information and making referrals.
13.Prepares and maintains a variety of records, reports and files.
14.Participates in professional development activities and required employee training.
1.May serve as a notary public; notarize documents as requested.
2.May type from rough draft or verbal instruction; take and transcribe dictation using shorthand or dictation equipment as required.
3.Performs para-professional support work as assigned including special research projects and other duties within the Student Services division.
4.Coordinates and assists with department workshops; make logistical support arrangements including meeting room reservations, catering, registration, handouts and name tags, and clean-up.
5.May order and maintain adequate supplies as required; performs emergency maintenance duties as needed.
6.May receive, open, sort and distribute mail.
7.Performs other duties as assigned.
This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.
Qualifications and Working Conditions:
- Operations, services and activities of assigned department.
- General principles and practices of fiscal, statistical and administrative data collection and report preparation.
- Business letter writing and report preparation techniques.
- Advanced principles and procedures of record keeping and reporting.
- Modern office procedures, methods and computer equipment.
- English usage, spelling, grammar and punctuation.
- Basic accounting and mathematic principles.
- Pertinent Federal, State and local laws, codes and regulations.
- Various computer software programs and networks.
- Alpha and numerical filing systems.
- College advising and registration procedures.
- Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.
- Understand the organization and operation of the CCC&TI campus as necessary to assume assigned responsibilities.
- Take and transcribe dictation, if required by assigned position, at a speed necessary for successful job performance.
- Interpret and apply administrative and departmental policies, procedures, laws and regulations.
- Work independently in the absence of supervision.
- Compile and maintain confidential records.
- Independently prepare correspondences and memorandums.
- Type and word process at a speed necessary for successful job performance.
- Maintain the security of confidential matters.
- Participate in researching, compiling, analyzing, interpreting and preparing a variety of fiscal, statistical and administrative reports.
- Operate and use modern office equipment including a computer.
- Work cooperatively with other departments, department officials and outside agencies.
- Respond to difficult requests and inquiries from students, faculty and staff.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain cooperative working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:
-standing or sitting for extended periods of time
-lifting and carrying moderately heavy materials
-operating assigned equipment
-rapidly typing for extended periods of time.
Maintain effective audio-visual discrimination and perception needed for:
-reading and writing
-operating assigned equipment
-communicating with others
-handling varied tasks simultaneously.
Maintain mental capacity which permits:
-making sound decisions
-working with numbers
-demonstrating intellectual capabilities
-maintaining confidentiality where appropriate.
Effectively handle a work environment and conditions which involve:
-periodically working irregular hours
-exposure to computer screens.
Office environment; exposure to computer screens; may work irregular hours.
Essential and marginal functions may require maintaining physical condition necessary for standing or sitting for prolonged periods of time; lifting and carrying moderately heavy materials; rapidly typing for extended periods of time.
Experience and Training:
Minimum one year of prior secretarial or administrative experience required.
Associate's Degree in secretarial sciences, office administration, office technology, business administration, or a related field required. Proficiency in MS Office (MS Excel and Word) required.