Administrative Assistant I - Admissions & Records

Administrative Assistant I - Admissions & Records


Pitt Community College
1986 Pitt Tech Road
Winterville, NC 28590
Phone: 252-493-7200

Job Location

Main Campus, Winterville, NC


Depends upon Qualifications


State of NC Full Time Benefits

Job Category

  • Clerical

Application Period

Opens: Monday, September 12, 2022
Closes: Sunday, October 9, 2022

Target Start Date

Tuesday, November 1, 2022

Expected Work Hours


Reports to


Employment Type

Full-Time Position

Minimum Qualifications

Associate’s Degree in office technology and some experience as receptionist, switchboard operator, or clerical worker is preferred, or any equivalent combination of training and experience which provides the required skills, knowledge, and abilities.  Strong customer service skills and the ability to multitask are required.

Preferred Qualifications

Physical Requirements:   Must be physically able to operate a variety of automated office machines including, computer, switchboard, copier, etc.  Must be physically able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.  Position involves mostly sedentary work, but may require walking, standing, stooping, or climbing for brief periods of time.  Must be able to lift and/or carry weights of approximately twenty pounds.


Data Conception:   Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.


Interpersonal Communication:   Requires the ability of speaking and/or signaling people to convey or exchange information.  Includes general communication with students, co-workers, faculty, staff, and the public.  Includes the receiving of information and instructions from the Administrative Assistant.


Language Ability:   Requires the ability to read a variety of documents and reports, such as phone books, dictionary, phone list, etc.  Requires the ability to prepare or type documents and reports such as purchase orders, various logs, travel forms, phone list, etc., using the proper format, punctuation, spelling and grammar.  Requires the ability to communicate with students, co-workers, supervisor, and the public, etc., with poise, voice control and confidence.


Intelligence:   Requires the ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.


Verbal Aptitude:   Requires the ability to record and deliver information and to follow verbal and written instructions.


Numerical Aptitude:   Requires the ability to utilize mathematical formulas; add, subtract, multiply, and divide numbers; and determine time and weight.


Form/Spatial Aptitude:  Requires the ability to inspect items for proper length, width and shape.


Motor Coordination:   Requires the ability to coordinate hands and eyes in using automated office equipment.


Manual Dexterity:   Requires the ability to handle a variety of items, office equipment, computer, typewriter, control knobs, switches, etc.  Must have minimal levels of eye/hand/foot coordination.


Color Discrimination:   Does not require the ability to differentiate colors and shades of color.


Interpersonal Temperament:   Has the ability to deal with people beyond receiving instructions.  The worker needs to relate to people in situations involving more than receiving instructions.  Must be adaptable to performing under minimal stress when confronted with an emergency.


Physical Communication:  Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear.)




Knowledge of Job:  Has comprehensive knowledge of the practices, procedures, and purpose of the Division as they pertain to functions of the position.  Has good working knowledge of clerical practices and procedures.  Has general knowledge of office practices and procedures and the care and use of a variety of office machines and equipment used in record-keeping and report preparation.  Is able to handle numerous phone lines efficiently. Has the knowledge and communications skills required to provide information to callers and visitors in an effective and pleasant manner.  Is familiar with the terminology used within the Division.  Is able to understand and apply established rules, procedures and instructions to the maintenance and preparation of records.  Has working knowledge of laws, rules, policies and regulations that apply to the functions of the Division.  Is able to collect, compile, and assemble information clearly and concisely.  Has the ability to apply commonsense understanding to perform repetitive tasks, and is able to use independent judgment in routine situations.  Is able to perform required mathematical calculations quickly and accurately.  Is able to maintain standards of accuracy in all reports and accounts.  Has the ability to perform duties without the need for close supervision.  Is able to communicate effectively with various individuals and groups including instructors, students, Division Directors, other PCC staff, etc.  

Quality of Work:  Maintains high standards of accuracy in exercising duties and responsibilities.   Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all College departments and divisions, co?workers and the general public.


Quantity of Work:  Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."


Dependability:  Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, College policy, standards and prescribed procedures.  Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.


Attendance:  Attends work regularly and adheres to College policies and procedures regarding absences and tardiness.  Provides adequate notice to higher management with respect to vacation time and time?off requests.


Initiative and Enthusiasm:  Maintains an enthusiastic, self?reliant and self?starting approach to meet job responsibilities and accountabilities.  Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.


Judgment:  Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives.  Identifies or assists in identifying alternative solutions to problems or situations.  Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors.  Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.


Cooperation:  Accepts supervisory instruction and direction and strives to meet the goals and objectives of same.  Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with College policy or procedures, etc.  Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the College.  


Relationships with Others:  Shares knowledge with managers, supervisors and staff for mutual and  College  benefit.  Contributes to maintaining high morale among all College employees.   Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to  maintain good will toward  the College and to project a good image.  Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the College.  Emphasizes the importance of maintaining a positive image within the College. Interacts  effectively  with higher management, professionals and the general public. 


Coordination of Work:  Plans and organizes daily work routine.  Establishes priorities for the completion of work in accordance with sound time?management methodology.  Avoids duplication of effort.  Estimates expected time of completion of elements of work and establishes a personal schedule accordingly.  Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.  Maintains a calendar for meetings, deadlines and events.


Safety and Housekeeping:  Adheres to all safety and housekeeping standards established by the College  and various regulatory agencies.  Sees that the standards are not violated. Maintains a clean and orderly workplace.

Position Description

Under general supervision, provides information and assistance to the general public, students and staff members over the phone and in person. Serves as Receptionist for the Office of the Registrar window providing excellent Customer Service.  Provides clerical support for the offices within Enrollment Services.  Reports to the Registrar.

  • Performs administrative, secretarial, and general/clerical tasks, which may include but not limited to answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, stuffing envelopes, preparing mass mailings, processing incoming/outgoing mail, verifying data, or placing orders for office supplies or forms.
  • Assists prospective, current, and former students with registration and information in-person, email and telephone; assists incoming calls and emails and routes to proper destination or take messages.
  • Checks incoming paperwork from potential students; provides information concerning registering / withdrawing / dropping classes. 
  • Interacts and communicates to students, college employees, and the general public with answers to questions concerning registrar department procedures and activities.
  • Responds to general inquiries from students & parents regarding policies & procedures within Enrollment Services. 
  • Organizes and maintains paper files for Registrar.
  • Processes requests for transcripts, verification of enrollment, change of address, official withdrawals, change of major, and FERPA.
  • Assists the Registrar as needed to support department functions and maintain confidentiality of all academic records. 
  • Receives various forms, reports, correspondence, admission applications, transcripts from other schools, deferment forms, registration forms, withdrawal forms, edit reports, graduation checklists, policies, procedures, catalogs, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
  • Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, or other software programs.
  • Scans interactive records onto optical disk using optical imaging equipment; reviews documents for accuracy; destroys paper files.
  • Maintains computerized and/or hard-copy file systems of departmental records; prepares departmental files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files.
  • Communicates with supervisor, employees, other departments, college officials, faculty, staff, students, applicants, graduates, other educational institutions, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
  • Provides assistance to other employees or departments as needed.
  • Performs other related duties as required.

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