Preference Given to Applications Received by July 19, 2019

Under general supervision of the Executive Director of the PCC Foundation, performs a variety of clerical and secretarial duties in support of the PCC Foundation and Institutional Advancement. Position is responsible for but not limited to: answering telephone calls and greeting visitors, providing customer service, typing and/or processing documentation, gathering information, maintaining calendars, ordering office supplies, maintaining files/records, data input or extraction, or performing other tasks related to activities of the assigned division. Performs related work as directed.

• Answer telephone calls and greets visitors; screen calls/visits and ascertain nature of business; direct callers/visitors to appropriate personnel; records/relay messages; respond to requests for service/assistance and dispatches staff members as appropriate; initiate and return calls as necessary.
• Process departmental eProcurement card receipts and apply appropriate budget codes in Bank of America Works system.
• Prepare and distribute birthday cards for the President of the college for all employees monthly.
• Assist with Resource Development – Accept donation forms from Annual Fund donors and forward for processing, answer questions regarding Annual Fund campaign.
• Assist in coordinating or conducting special projects, activities, or events; serve on special committees as assigned.
• Participate in development of best practices.
• Maintain donor database including assisting in the development and implementation of best practices, database integrity, data extraction, report customization and analysis when needed.
• Develop and maintain queries and reports for organization events and projects.
• Provide secretarial/clerical support for management personnel, and/or staff of assigned division; process a variety of documentation associated with division operations within designated timeframes and per established procedures.
• Serve as liaison in coordinating work activities and communicating information between the assigned division and other departments/divisions, instructors, students, external individuals/agencies, or others.  
• Assist with Foundation activities and events as needed/directed.
• Type, transcribe, proofread, edit, and complete various forms, reports, correspondence, logs, lists, statistical reports, requisitions, purchase orders, change orders, invoices, budget transfer requests, budget spreadsheets, travel petitions, travel reimbursements, personnel records, meeting minutes, agendas, certificates, contracts, calendars, schedules, course outlines, class rosters, attendance sheets, tests, grade sheets, transcripts, questionnaires, newsletters, presentation materials, flyers, brochures, signs, posters, or other documents.
• Operate a computer to enter, retrieve, review or modify data; perform data entry functions by keying data into computer; verify accuracy of entered data and make corrections; utilize word processing, spreadsheet, database, desktop publishing, presentation, e-mail, Internet, or other programs; perform basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinate service/repair activities as needed.
• Maintain calendar of activities; schedule and confirm appointments, meetings, interviews, conferences, classes, or other activities; update calendar on a regular basis and notify parties involved of changes.
• Coordinate arrangements for various meetings or workshops, which may include preparing agendas and meeting packets, coordinating room/equipment setup, coordinating food/refreshments, attending meetings, recording/transcribing meeting minutes, distributing documentation, maintaining records, or other tasks as necessary.
• Assist in gathering, organizing, and/or processing information, documentation, or statistical data; prepare, assemble, and/or distribute information, reports, surveys, questionnaires, or packets; submit required reports to state, federal or other agencies as appropriate.
• Monitor inventory of office equipment, forms, and supplies; ensure availability of adequate materials to conduct work activities; initiate orders for new/replacement supplies; obtain competitive price quotes; distribute or deliver equipment/supplies as needed; schedule use of department/division equipment or vehicles.
• Process incoming/outgoing mail and e-mail messages; sort, distribute, open, screen, and/or route incoming mail; prepare outgoing mail for pickup; assist in conducting mass-mailing projects.
• Maintain file system of various files/records; prepare and set up files; sort/organize documents to be filed; file documents in designated order; retrieve/replace files; scan records into optical imaging system; shred/destroy confidential or obsolete documents.
• Maintain current publications, manuals, resource materials, or other documentation for reference purposes.
• Perform general/clerical tasks, which may include making copies, sending/receiving faxes, distributing documentation, or updating department manuals/documentation.
• Coordinate travel arrangements, accommodations, conference registrations, or other travel-related plans for division staff as requested.
• Communicate 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.
• Maintain confidentiality of departmental documentation and issues.
• Provide assistance or backup coverage to other employees or departments as needed.
• Perform related duties as directed.