Administrative Assistant I

Administrative Assistant I

JOB CLASSIFICATION

Pay grade level: 10

Compensation: $34,254 - $47,099. Compensation will be commensurate with education and experience.

Employee category: Full-Time Staff

Department: Workforce Innovation

Reports to: Director of Workforce Innovation

FLSA status: Non-Exempt

Job Code: TBD

Location: Primarily Main Campus, but any other college location as assigned by the appropriate administrator

SUMMARY

The Administrative Assistant shall be responsible for providing administrative assistant support to the division and front desk operations/services to internal and external stakeholders.

POSITION DESCRIPTION

• As one of the initial points of contact for the Workforce Innovation Department, ensure that each customer has a positive and helpful customer service experience.

• Invoice Management: Processing, verifying, and managing company invoices, ensuring accuracy in billing details, and addressing any discrepancies. The assistant will also be responsible for timely invoice payments and maintaining up-to-date records of transactions.

• Document Control: Maintaining and organizing financial records, contracts, and other critical documents. This involves both physical and digital filing systems to ensure easy access and compliance with regulatory requirements.

• Assist in answering telephones, transfer calls to appropriate staff member, and/or take messages.

• Administrative Support: Assisting in various administrative tasks such as scheduling meetings, managing calendars, making travel arrangements, and providing general support to ensure the efficient operation of the workforce division.

• Greet and aid customers, students, faculty, and visitors.

• Create and modify documents using Microsoft Office.

• Perform general clerical duties to include, but not limited to, the following: photocopying, faxing, mailing, and filing.

• Support staff and faculty in assigned project-based work.

• Sign for packages and deliveries. Maintain a log with package intake and notification and delivery to recipients.

• Assisting in the preparation of financial reports, presentations, and summaries to support decision-making processes within the division.

• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Expertise in executing job functions quickly, efficiently, and accurately.

• Flexibility regarding work priorities and/or tempo of workflow.

• Excellent organizational skills, attention to detail, and ability to multitask.

• Sense of urgency and composure under pressure.

• Ability to display positive "can-do" attitude.

• Familiarity with operation of office equipment (i.e., computers, copy machine, calculator, fax machine, printers, and scanners).

• Outstanding customer service skills.

• Professional attitude including discretion in handling confidential information.

• Proficiency in use of Microsoft Office applications, E-mail, and Internet.

• Working knowledge of social media sites for promotional activities.

• A pleasant demeanor and ability to answer questions about the college, by telephone and in person, in a fast-pasted environment.

• Team player with ability to handle multiple tasks simultaneously.

• Desire to work in a culturally diverse setting.

• Working knowledge of a web-based student information system - Ellucian preferred.

MINIMUM QUALIFICATIONS

• High school diploma or GED equivalent

• Two (2) years' experience in receptionist, secretarial, customer service, business operations, or similar experience

• Experience with Microsoft Office such as Microsoft Word and Microsoft Excel

PREFERRED QUALIFICATIONS

• Associate degree or Administrative Assistant certification(s)
• Training in computer software

WORKING CONDITIONS

While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and occasionally push or lift items. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK SCHEDULE

Standard work hours are between the hours of 8:00 a.m. to 5:00 p.m., Monday-Friday. Must be able to work a variable schedule/hour to meet operational needs. May require evening and weekend hours.

To Apply

Visit www.kckcc.edu and click on CAREERS for a list of available positions.

• Read the job announcement carefully noting the initial screening date, minimum qualifications, and required information. Note that information contained in your application materials will be used to determine if you meet the minimum qualifications for the position. Make sure you complete/submit all the documents listed as required.

• If the position lists a required transcript (during the application process) unofficial transcripts may be submitted. However, please note that upon selection for hire, you will be required to submit official transcripts.

• Ensure that your transcripts show that a degree was awarded or conferred if you are stating that it is your highest level of education completed. If you certify your level of education and it cannot be verified from your transcript(s), your application may not be referred to the selection committee.

• Foreign degrees are acceptable provided they have been translated and/or shown to have equivalency to a United States: Associate, Bachelor, Master, or Doctorate level degree.

• Documentation verifying completion of a degree, course work within a discipline, or other educational criteria should be electronically attached (uploaded) to your application.

• Three (3) professional references with phone number and email addresses are required.

• A college selection committee is responsible for application review and interviews. The final candidate(s) selected to be hired will be made by the hiring manager.

• Successful completion of a background check on all persons recommended for employment is required Individual hiring departments may elect to administer pre-employment tests, which are relevant to essential job functions as part of the applicant selection/hiring process.

• This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description may be revised upon development of other duties and changes in responsibilities.

KCKCC is an Equal Opportunity and Affirmative Action Educational Institution