Purpose:

To supervise and manage the general office for the Student Support Services program, assume primary clerical responsibility, maintain all grant files relating to student records, budget, personnel and correspondence and perform other duties as assigned by the Director.

Nature of Work:

Essential Functions

· Transcribes dictation consisting of correspondence, memoranda, manuscripts, technical and administrative reports, and other material.

· Receives, reads and routes the mail; composes some routine correspondence.

· Provides necessary information; aids students and others in filling out forms, in registering for classes and in other routine procedures; maintains appointment schedule; receives telephone calls and provides routine information, or directs calls to the appropriate persons.

· Types articles, quizzes, minutes, reports, tabulations, manuscripts, bulletins, form statements, and other documents from copy or rough draft, types stencils; proofreads typed copy.

· 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.

· Operates various office machines such as photocopier, fax machine, computer utilizing programs such as Windows, WordPerfect, PC File+, dBASE IV, Lotus 1-2-3 and Graphic Programs.

· Maintains all files relating to student records, budget, personnel, and correspondence.

· Assists in the preparation of and attends educational/cultural field trips.

· Attends state conferences and workshops as deemed necessary.

· Complies with all policies and procedures of the Board of Regents and South Georgia College.

· Reports to work as scheduled by immediate supervisor.

Marginal Duties

· Maintains departmental inventory supplies and records.

· Assists in the upkeep of the mini-computer lab and career/college center.

· Maintains efficient storage system of all supplies and records currently in use.

· Informs the staff of Student Support Services of campus events and activities.

· Maintains presentable reception office and utility room.

· Performs other job-related duties as assigned by the supervisor.

Exceptional Functions

Required/Desired Knowledge, Abilities and Skills:

· Considerable knowledge of Business English, spelling and punctuation.

· Knowledge of modern office practices, procedures, and equipment.

· Knowledge of computer software to include word processing, database, spreadsheet, and graphic programs.

· Ability to establish and maintain effective working relationships with officials, employees, students, staff and faculty.

Required/Desired Education, Experience and Necessary Qualifications:

· High School Diploma required, Associate degree or technical degree in secretarial science preferred, (2) two years secretarial experience; or an equivalent combination of training and experience.

Supervision:

The Administrative Assistant reports to the Director of Student Support Services, supervising student assistants as necessary.