Administrative Aide III; S13281

Montgomery College, Germantown Campus, seeks candidates for a Full-time Administrative Aide III for the Achieving Collegiate Excellence and Success (ACES) program.

The work schedule is Monday through Friday, 8:30am-5:00pm.

This is a Non-Bargaining, Non-Exempt, Grade 23 position. For non-exempt positions, you are not eligible to work a secondary job at Montgomery College.

This position is eligible for telework 1 day(s) a week. Telework eligibility and total days per week are subject to change based on the operational needs of the applicable unit/area. Montgomery College does not currently offer voluntary remote work, or withhold payroll taxes for states outside of its tax reciprocity agreements. As a result, employees must reside in, and perform any approved telework from Maryland, Washington, DC, Virginia, West Virginia, Delaware, or Pennsylvania.

Employees residing in other states at the time of hire are not eligible for telework until they have secured a permanent residence in one of the states listed above.

Montgomery College promotes and creates a working and learning environment rooted in the basic tenets of fairness, belonging, and inclusiveness.

The work involves providing lead oversight to staff and/or performing more complex administrative, technical, and secretarial support to an academic or administrative unit and facilitating the administrative procedures related to the programs and services offered by the office.

Responsible for leading, organizing and carrying out assigned office activities to include department events. Assigned administrative support tasks as distinct from routine secretarial/clerical decisions which involves technical decisions, applying policies, rules, and regulations to process actions (i.e., budget, personnel, purchasing); research information in the files and providing the results to the supervisor; maintenance of unit financial records and web page(s); and/or, representation at meetings, etc.

The incumbent in this position communicates with others throughout the College and external entities to obtain and provide information, arranges appointments and staff schedules and organizes office routines; and speaks for supervisor on matters on which the supervisor’s views are known, or as otherwise authorized.

• Coordinates the administrative, technical, and secretarial functions of the organization, including determining proper workflow, setting priorities, establishing filing and record keeping systems, etc. and ensures compliance with established policies and procedures regarding office services, College protocols, and administrative requirements.
• Prioritizes responses, routes and maintains controls as it relates to general administrative duties that consist of answering phones, opening and routing mail, typing and creating various communications (e.g. correspondences, flyers, letters, syllabi, tests, and/or reports) by typing from draft documents and, calls and walk-ins.
• Provides direct administrative, technical, and secretarial functions: manages and maintains supervisor's schedule and calendar to include setting up meetings, making room reservations, etc.; maintains and researches information contained in manual and/or automated financial, accounting, personnel and other administrative and management files and records, ensuring confidentiality where appropriate; prepares complex forms, listings, informational and statistical reports, memos, reports and documents, ensuring data is formatted appropriately after determining required data and gathering, receiving, and compiling data from several sources and verifying the accuracy of the information.;
  
  participates in meetings, takes summary notes and distributes notes and minutes, follows up on decisions and actions taken at meetings and represents the office and academic or administrative unit management at committee meetings, work groups, etc.
• As directed, using approved software and operating within the overall guidelines set by the College, manages one or more web pages for the academic or administrative area, which may include adding, modifying, or removing content as to reflect the organization’s programs and operations; assists in preparing and monitoring a budget by compiling budgetary information from divisions or work units, drafting the budget, entering information into the appropriate account, and generating reports for the supervisor’s review.
• Assists students and staff with computer…