Administrative Assistant

Job Title Administrative Assistant Job Description

The Administrative Assistant, reporting to the Director of Physical Plant, provides administrative support for all operations related to Plant Maintenance and overall day-to-day activities.

Essential Duties Summary

• Provide office support including Microsoft Office processing, data entry, database management, Colleague use, greeting public, answering telephones, taking messages, and working collaboratively with others.

• Create and maintain a listing of suppliers and vendors who provide products and services to the College. This includes assisting these providers with registrations into the E-Procurement system for creating accurate purchase orders in compliance with State Purchase and Contract regulations and procedures. This includes being or becoming proficient in the State's guidelines and policies related to all purchasing.

• Provide administrative support to Director and Maintenance employees.

• Organize and schedule appointments for the department.

• Maintain records for accurate departmental inventories.

• Use College software applications to procure goods and services.

• Manage and create informal contracts for minor projects requiring external contractor agreements.

• Check mail daily and distribute to each staff members mailbox.

Salary Range Based on experience. Starting salary range $34,320 to $51,480. Required Qualifications

Required Qualifications

• High school diploma/GED required.

• Minimum of 8 years of experience in accounting, plant/facilities operations, or relevant field is required.

Skills and Abilities

• Ability to work effectively and collegially with others.

• Ability to use productivity software, including a general knowledge of word processors and spreadsheets, the ability to send and receive email, and to complete and submit electronic forms.

• Employees are expected to perform essential computer skills (log on/off a computer, manage and organize files, print/scan forms using a copier, maintain and recall secure passwords and change password(s) routinely per College procedures).

• Excellent oral and written communication skills.

• Provide exceptional customer services with people internal and external to the institution.

• Effectiveness in the following College organizational competencies:

• Translating College purpose, values, and vision into organizational action

• Collaborating and facilitating

• Creating and innovating

• Anticipating and responding to change

• Providing vision and leadership

• Familiarity with and appreciation for the mission of a comprehensive community college.

• Flexible and adapts to change.

• Ability to multi-task with multiple departments and activities of others.

Preferred Qualifications

• Associate Degree from a regionally accredited institution in Business or a related field is preferred.

• Ellucian/Colleague experience in community college environment preferred.

Physical Demands

ADA requirements for this position include critical thinking skills with the ability to process information, analyze data, make assessments, and exercise good judgment to make decisions; possess ease of mobility within the work environment and other areas of campus; and effective use of all forms of communication (oral, visual, auditory), including use of computers. Be able to lift weights up to 20 pounds on a regular basis.

Posting Detail Information

Posting Number S141P Open Date 04/23/2024 Close Date Open Until Filled Yes Special Instructions to Applicants