Administrative Assistant-Substitute

Definition

Under direction , performs technical office and administrative support duties in compliance with established policies, procedures and requirements ; prepares and proofreads complex documents; greets visitors and explains departmental a wide variety of policies, procedures and requirements; maintains information in manual and electronic systems; prepares and processes financial records ; performs advanced financial clerical duties and other related duties as assigned.

Supervision

Works under the direct supervision of the department manager.

Does not directly or indirectly supervise other employees but may provide work direction to student workers , lower level employees, and/or temporary employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties and responsibilities are typical of those performed by employees in this class ification.

• Performs technical office and administrative support duties in compliance with established policies, procedures and requirements; determines work plans and sets priorities to meet deadlines; exercises reasonable judgment in the implementation of administrative procedures and protocols within the scope of established policies.

• Maintains specialized information related to department operations; develops and maintains logs and records in support of office operations; sorts, codes, files and retrieves documents using various manual and computerized filing systems; maintains complex interrelated files; searches databases and record systems to gather, compile and report information.

• Greets and assists employees, students, and/or the public in person, on the phone, on the computer or through other means of communication and provides customer service in a calm, helpful and effective manner; researches complex issues and interprets and explains specialized information regarding established rules, regulations, policies, procedures and technical office operations; receives and seeks resolution for customer complaints; obtains in-depth, complex and/or sensitive information from employees, students, and others.

• Prepares, proofreads and edits complex and detailed reports, letters, contracts, course outlines/documentation/schedules, correspondence, requisitions, statistical reports, grant reports, federal and state reports and other documents; checks documents for technical accuracy, completeness, punctuation, spelling and grammatical correctness; inserts charts, graphs, tables and other requested items; consistent with established templates or examples; may develop informational materials and/or presentations regarding department programs/services.

• Researches, compiles and processes financial and/or other types of numerical data related to departmental administrative and/or academic operations; maintains manual or automated data systems; searches records, extracts/compiles data, and provides information and reports to management and/or other staff as required.

• Coordinates and/or performs clerical bookkeeping duties related to payroll, purchasing, inventory management , and/or related functions; computes, collects and receipts monies and fees; maintains ledgers, accounts, spreadsheets and/or databases; orders, receives, stores, and issues supplies, books, materials, and equipment and maintains office inventories; coordinates with external vendors and Purchasing staff to initiate large purchases in accordance with College procurement policies; assists with developing, preparing and administering departmental and/or program budgets.

• Receives, and processes applications for programs, services, awards, scholarships or special classes; gathers student eligibility information from academic histories, transcripts and the completion of prerequisites; notifies students of missing or needed courses or information.

• Performs routine administrative support work in support of management and faculty; monitors schedules, deadlines and calendars as assigned; arranges and coordinates meetings, seminars or classes; prepares meeting agendas, materials and minutes; arranges for travel and transportation; maintains computerized systems and processes and coordinates with information technology staff as needed to resolve problems.

• Identifies and recommends options for improving office efficiency; develops clerical and administrative tools, such as complex spreadsheets and databases, to assist management with tracking and analyzing information; investigates and recommends solutions for improving office technology.

• May provide staff support and coordination for a board, commission or committee.

• May gather, review, verify and prepare time sheets, attendance records and other routine employment-related documents; may receive and process faculty evaluations submitted by students.

• May assist in coordinating departmental special events.

• May assist in updating department websites, social media accounts, and/or other communication tools; may prepare flyers and informational materials regarding departmental events.

• May…