Administrative Aide II

Job Description

Montgomery College, Germantown Campus, seeks candidates for a Full‑time Administrative Aide II in the Counseling and Advising Office. The work schedule is Monday – Friday; 8:30am to 5:00pm. This is a Bargaining, non‑exempt Status, Grade 19 position. For non‑exempt positions, you are not eligible to work a secondary job at Montgomery College. Montgomery College promotes and creates a working and learning environment rooted in the basic tenets of fairness, belonging, and inclusiveness.

The work involves providing administrative, technical, and support services to an academic or administrative unit and facilitating the administrative procedures related to the programs and services offered by the office. Responsible for organizing and carrying out assigned office activities to include department events. Assigned administrative support tasks involve technical decisions regarding processing of actions (i.e., budget, personnel, purchasing); research information in the files and providing the results to the supervisor;

and/or, maintenance of unit financial records and web page(s). 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.

• Provide general administrative and office support while ensuring compliance with College policies, procedures, and administrative requirements.
• Serve as an initial point of contact for the office by answering phones, responding to inquiries, and directing calls and visitors to the appropriate staff or department.
• Prepare, proofread, edit, and distribute correspondence, letters, flyers, reports, syllabi, tests, and other documents.
• Manage and maintain calendars and schedules, including coordinating meetings, conferences, and room reservations.
• Maintain confidential financial, personnel, accounting, administrative, and management records.
• Review and verify information on forms and documents submitted to the academic or administrative department.
• Perform data entry, calculations, coding, and related activities using appropriate College systems.
• Process purchasing, budget, and personnel actions, including preparing purchase requisitions and submitting them for supervisor approval.
• Order office supplies and coordinate with vendors as needed.
• Coordinate departmental meetings, programs, and events.
• Attend meetings, prepare summary notes or minutes, and distribute information to appropriate staff.
• Assist students and employees with computer workstations and submit and track IT support tickets.
• Manage designated webpages by adding, updating, or removing content in accordance with College guidelines.
• Assist with vendor coordination, facility issues, deliveries, and building maintenance activities as assigned.
• Hire, train, and supervise student assistants and assist with the training of lower‑level staff or student workers.
• Manage multiple priorities, projects, deadlines, and stakeholder needs in a busy office environment.
• Perform other duties as assigned.

• High school diploma or GED including or supplemented by courses in word processing and office practices or the equivalent combination of education, training, certification and/or experience that provides the required knowledge and expertise to perform the essential functions of the job may be considered.
• At least three years of progressively responsible experience performing general office and secretarial duties involving customer service.
• Eligible applicants must currently be authorized to work in the United States and not require…