Senior Administrative Assistant - Volt Center

SALARY: $33,600.00 - $34,300.00 Annually

LOCATION: New Bern, NC

JOB TYPE: Full-Time

JOB NUMBER: 2023-00058

DIVISION: Students

DEPARTMENT: Volt Center

OPENING DATE: 09/15/2023

CLOSING DATE: 10/3/2023 5:00 PM Eastern

Occupational Summary

The Senior Administrative Assistant- Volt Center is responsible for creating and maintaining a productive front office work environment, ensuring high levels of customer services. This position performs a range of technical and administrative duties in support of WFD courses, sections, payroll and fiscal management. This position maintains current knowledge of appropriate college and departmental policies, processes and procedures in an effort to ensure efficiency of the department. 

Essential Duties & Responsibilities

• Provides excellent customer service and assistance to internal and external customers though walk-in, telephone and email
• Provides general administrative support to coordinators, directors and dean including preparation of memorandums, correspondence, minutes, reports, purchase requisitions and check requests
• Performs data entry entering student registrations, grading, reporting information, etc. into computerized programs
• Creates and inputs all course section offerings for the Volt by working closely with other Volt personnel to ensure hours and schedules match; ensures all course offerings are available for registration and proper General Ledger codes are used for course supply fees
• Completes flat rate third-party payment section setups with the Student Accounts Office
• Completes personnel action forms for part-time instructional personnel in the department and creates, maintains, and tracks instructional contracts; ensures correct budget codes are utilized by working with other departments
• Creates and maintains Contractual Service Agreements and assists third parties in the vendor setup process in collaboration with the purchasing department
• Computes, inputs and issues contracts for instructors, outside organizations and part-time employees; monitors and ensures payroll process is complete and accurate
• Informs students of potential Workforce Development scholarships and ensures that those applying for scholarships meet requirements
• Maintains accurate records and well-organized files to comply with Compliance review needs
• Assists with the onboarding of part-time instructors as needed
• Assists in maintaining and monitoring budgets and monitors and conducts inventories pertaining to equipment and supplies and contacts appropriate individuals for equipment maintenance
• Creates and manages electronic pre-registration class folders
• Assists in the preparation of travel requests, submissions, and final settlements
• Performs requisition requests to order supplies or input vendors
• Assists in providing all administrative functions for the annual Fire-Rescue College
• Participates in appropriate committees and task forces as assigned
• Performs other job-related duties and projects as assigned in support of the College’s mission, core values and goals

Minimum Qualifications

Associate's degree in Office Systems Technology, Business Administration, Information Technology or closely related field from a regionally accredited institution of higher learning.

Two (2) years' professional experience in an office environment performing administrative tasks.

Preferred:
Bachelor's degree from a regionally accredited institution of higher learning.

Experience with Colleague.

Knowledge, Skills and Abilities

Knowledge

• Advanced knowledge of clerical processes and procedures and standard office procedures; practices and equipment
• Advanced knowledge of report preparation
• Advanced knowledge of record control and record keeping

Skills

• Advanced computer skills and technical proficiency in Microsoft Office applications
• Effective verbal, listening and written communications skills
• Attention to detail and high level of accuracy
• Highly effective planning, coordination and organizational skills to meet work deadlines
• Interpersonal skills with proven ability to work in a team environment

Abilities

• Ability to record, compile, analyze and summarize data
• Ability to analyze situations and exercise sound judgement in making decisions
• Ability to display tact and poise at all times
• Ability to handle confidential information with absolute discretion
• Commitment to diversity, equity and inclusion; demonstrated ability to work effectively with a culturally diverse workforces, including those with different levels of academic preparation and varying physical and learning abilities, and socioeconomic levels