Administrative Assistant II, Developmental Education & Academic Support

Administrative Assistant II, Developmental Education & Academic Support

Employer

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

Job Location

Winterville, NC

Salary/Grade

$30,541.00 - $38,176.00 Annually

Benefits

FT Benefits

Job Category

  • Clerical

Application Period

Opens: Tuesday, October 22, 2019
Closes: Tuesday, November 5, 2019

Target Start Date

Monday, December 2, 2019

Expected Work Hours

M-F, 8-5pm

Reports to

Director of Developmental Education & Academic Support

Employment Type

Full-Time Position

Minimum Qualifications

Associate's Degree; supplemented by college level course work in office administrative or related field, business administration, and personal computer operations; supplemented by one (1) year previous experience and/or training involving office administration, customer service, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. 

Data Utilization:  Requires the ability to review, classify, categorize, prioritize, and/or analyze data.  Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probably interactive effects and relationships.
 
Human Interaction:  Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
 
Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
 
Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
 
Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
 
Functional Reasoning:  Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
 
Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable to verifiable criteria.
 
Physical Ability:  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).  Tasks may involve extended periods of time at a keyboard or work station.
 
Dexterity:  Requires the ability to perform simple movements requiring moderate coordination, such as those required to operate office equipment or computer equipment.
 
Sensory Requirements:  Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals.  Some tasks require the ability to communicate orally.
 
Environmental Factors:  Essential functions are regularly performed without exposure to adverse environmental conditions.

Preferred Qualifications

See Minimum Qualifications

Position Description

Under general supervision, the purpose of this position is to perform clerical and secretarial work in support of the Director of Developmental Education & Academic Support.  Responsible for monitoring office equipment, forms and supplies, providing customer service, processing documents, maintaining files, purchasing, monitoring budget, preparing contracts for part-time instructors, processing travel requests and reimbursements, submitting book orders, supervising work study students and/or technical assistants, maintain calendars, coordinating arrangements for meetings, and other duties as assigned. 

Provides direction, training, and assistance to work study students or other workers; coordinates and assigns daily work activities; monitors status of work, inspects completed work, and troubleshoots problems.
 
Provides secretarial/clerical support for management personnel, instructors, and/or staff of assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
 
Serves as liaison in coordinating work activities and communicating information between the assigned department/division and other departments/divisions, instructors, students, external individuals/agencies, or others.
 
Answers telephone calls and greets visitors; screens calls/visits and ascertains nature of business; directs callers/visitors to appropriate personnel; records/relays messages; responds to requests for service/assistance and dispatches staff members as appropriate; initiates and returns calls as necessary.
 
Provides information or assistance regarding department or college programs, services, activities, forms, procedures, fees, or other issues; disseminates or receives forms/documentation; assists students with completion of forms; provides counseling to students as appropriate; participates in recruitment efforts and registration activities; responds to routine questions/complaints and initiates resolutions.
 
Types, transcribes, proofreads, edits, or completes various forms, reports, correspondence, logs, lists, statistical reports, requisitions, purchase orders, invoices, travel reimbursements, meeting minutes, agendas, certificates, contracts, calendars, schedules, course outlines, class rosters, attendance sheets, tests, grade sheets, transcripts, questionnaires, newsletters, flyers, brochures, signs, posters, or other documents.
 
Receives various forms, reports, correspondence, logs, lists, rosters, schedules, charts, statistical data, resumes, registration forms, course outlines, tests, syllabuses, transcripts, time sheets, requisitions, work orders, contracts, incident reports, accident reports, news articles, catalogs, policies, procedures, rules, regulations, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
 
Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, e-mail, Internet, or other programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
 
Maintains calendar of activities; schedules and confirms appointments, meetings, interviews, conferences, classes, or other activities; updates calendar on a regular basis and notifies parties involved of changes.
 
Coordinates arrangements for various meetings, which may include preparing agendas and meetings packets, coordinating room/equipment setup, coordinating food/refreshments, attending meetings, recording/transcribing meeting minutes, distributing documentation, maintaining records, or other tasks as necessary.
 
Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department/division staff.
 
Assists in gathering, organizing, and/or processing information, documentation, or statistical data; prepares, assembles, and/or distributes information, reports, surveys, questionnaires, or packets; submits required reports to state, federal or other agencies as appropriate.
 
Conducts research of historical files, computer records, Internet sites, hardcopy materials, or other resources as needed.
 
Processes documentation pertaining to personnel/payroll activities; obtains and reviews employment forms; reviews timesheets for accuracy, researches discrepancies, and forwards for payment; maintains files and records.
 
Monitors inventory of office equipment, forms and supplies; ensures availability of adequate materials to conduct work activities; initiates orders for new/replacement supplies; obtains competitive price quotes; distributes or delivers equipment/supplies as needed; schedules use of department/division equipment or vehicles.
 
Assists in monitoring expenditures of assigned department/division to ensure adherence to established budget; prepares or processes requisitions, purchases orders, or budget transfer requests; maintains records of expenditures and other financial activities.
 
Processes incoming/outgoing mail and e-mail messages; sorts, distributes, opens, screens, and/or routes incoming mail; prepares outgoing mail for pickup; assists in conducting mass-mailing projects.
 
Maintains file system of various files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
 
Maintains current publications, manuals, resource materials, or other documentation for reference purposes.
 
Performs general/clerical tasks, which may include making copies, sending/receiving faxes, updating department manuals/documentation, distributing documentation, or maintaining lost/found items.
 
Assists in coordinating or conducting special projects, activities, or events; serves on special committees as assigned.
 
Communicates with supervisor, employees, applicants, students, graduates, other divisions, other departments, college officials, faculty, staff, other educational institutions, sales representatives, vendors, the public, the media, outside agencies, and other individuals as needed to coordinate work activities; review status of work, exchange information, or resolve problems.
 
Maintains confidentiality of departmental documentation and issues.
 
Provides assistance or backup coverage to other employees or departments as needed.
 
Performs related duties as directed.