Administrative Assistant-Substitute

Technical Office And Administrative Support

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.

Work s 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.

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

• 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…