Purpose:

This is a highly responsible clerical position performing a variety of general office tasks for the Division Chair and faculty of the Division.

Nature of Work:

Essential Functions

Serves as clerical office manager under the direction of the Division Chair.
Greets individuals calling in person or by telephone; resolves problems when possible, or when necessary refers the caller to appropriate person.
Assists students with completing forms, registering for classes, and other typical College activities.
Produces Division course and classroom schedules.
Types articles, quizzes, minutes, reports, tabulations, manuscripts, bulletins, forms, statements, departmental requests, and other documents from copy or rough draft, including confidential material; proofreads typed copy.
Operates various office machines such as photocopier, fax, and personal computer.
Utilizes common business software including but not limited to: Microsoft Word, PowerPoint, Excel, and Internet Explorer, and Outlook Calendar and e-mail.
Maintains files for fiscal and academic records; gathers data from files and prepares reports of a routine nature; makes basic mathematical calculations and tabulations; prepares form and routine letters relative to information contained in files.
Receives, sorts, and routes mail; composes some routine correspondence.
Attends Division meetings, takes minutes of the same and makes suggestions for improvements at said meetings when warranted.
Assists Division Chair with management of the Division budget.
Schedules student labs.
Orders textbooks and ancillary materials for instructors.
Assists faculty with computer software problems.
Updates the Division’s web page to reflect current and accurate information.
Supervises student assistants.
Maintains departmental inventory supplies and records.
Assists with Divisional activities and special events.
Reports to work as scheduled by immediate supervisor.
Performs other job-related duties as assigned by the supervisor.

Exceptional Functions

Required/Desired Knowledge, Abilities and Skills:

Considerable knowledge of business English, spelling, punctuation, and arithmetic.
Considerable knowledge of Microsoft Office software suite (Word, Excel, PowerPoint, Access) and Outlook.
Ability to maintain administrative, fiscal and academic records, some of which are confidential.
Considerable knowledge of modern office practice, procedures, and equipment.
Ability to make routine arithmetical computations and tabulations accurately.
Ability to establish and maintain effective working relationships with institution officials, administrators, and employees.
Considerable customer service skills.
Considerable knowledge of web page building.

Required/Desired Education, Experience and Necessary Qualifications:

High school diploma required, Associate degree or technical degree in secretarial science preferred; two years secretarial experience; or an equivalent combination of training and experience.

Supervision:

The Administrative Assistant reports to the Chair of the Department.