Administrative Assistant To The Executive Director Of Communications

Posting Number Staff_0403228 Classification Title Staff Working Title Administrative Assistant to the Executive Director of Communications Datatel Position ID PURE5PUREAST1A Annual Hours 2080 Placement Range $15.83 - $17.80 Position Type Regular Job Category Non-Exempt General Description

The Administrative Assistant to Communications is responsible for performing a variety of administrative functions in support of the Executive Director and the marketing team. Essential administrative support functions include but not limited to managing internal and external inquiries, communication, departmental budgeting, and purchasing, Answer department phone calls. Assist the executive director with calendar and reports.

Reports To Executive Director of Communications What position(s) reports to this position?

None

Minimum Education/Experience

High school diploma/GED

and

Minimum (2) years' work experience in an administrative office position.

Required Knowledge, Skills & Abilities

Accurate word processing and other computer skills

Basic computer skills, proficient in the use of Microsoft Office or similar software

Positive human relations and communication skills

Ability to maintain accurate records

Accurate spelling and filing skills

Demonstrated ability to edit and correct grammar, punctuation, and spelling of manuscripts and correspondence drafts and prepare finished copy in quality format

Ability to draft correspondence

Effective telephone skills

Basic math skills

Ability to perform effectively under pressure

Ability to work independently or with minimal supervision

Positive communication skills

Ability to work with people from within the College as well as business, community and political leaders

Ability and willingness to perform multiple tasks in a detailed, efficient and effective manner

Ability to multi-task in a busy office environment with consistent interruptions

Proficient in Microsoft Office or similar software.

Experience working with office equipment, including printers, copiers, fax machines, scanners, card printers, and telephones

Physical Demands/Working Conditions

1.GENERAL PHYSICAL REQUIREMENTS:

Light work: The person in this position may occasionally exert up to 10 pounds of force to grasp, lift, carry, push, pull, or otherwise move objects.

2.PHYSICAL ACTIVITIES:

This position requires the person to frequently move about the OCCC

campuses.

This position requires the person to frequently communicate with and listen

to administration, faculty, staff, students, vendors and others to perform the

essential functions of the position. Must be able to exchange accurate

information in various situations.

This position frequently requires the person to operate a computer, other

office equipment and mobile devices to perform the essential functions of

the position.

This position requires the person to frequently operate equipment that

involves repetitive motions of hands and wrists.

3.VISUAL ACUITY:

This position requires the person to judge, observe and assess the accuracy,

neatness and thoroughness of work assigned, or to make general

observations.

4.WORKING CONDITIONS:

This position's essential functions are performed indoors.

This position requires the person to communicate above ambient noise levels

and exchange accurate information in various situations

Preferred Qualifications

Associate degree in Business, Accounting, Management or related field.

Previous work experience at an institution of higher education.

Required Training Work Hours

8:00 a.m. - 5:00 p.m., Monday through Friday, with occasional evening or

weekend hours as needed.

Department Marketing Job Open Date 04/11/2024 Job Close Date Open Until Filled No HR Contact Rose Sanchez Special Instructions to Applicants

Job Duties

Job Duties (Position Specific)

(The omission of specific statements of duties does not exclude them from

the position if the work is similar, related, or a logical assignment to the

position.)

Job Duties (Duties Assignment Statement)

Provide primary administrative support to the Executive Director of Communications.

Provide secondary administrative support to the Marketing department

Use a computer to compose, type and edit correspondence, reports, and other office documents and prepare needed materials for meetings and work sessions

Maintain appointment calendar for Executive Director.

Attend meetings and prepare minutes as required.

Plan and carry to completion specific assignments and reports.

Maintain a comprehensive electronic and physical filing system to ensure easy accessibility to documents and proper security, storage, and archival of all files.

Prepare operational forms as necessary to ensure the effective functioning of the office (facility work orders, technology requests, travel arrangements, reimbursement forms, etc.).

Prepare and assemble materials of a confidential nature.

Assist with and/or coordinate special events, projects and functions, including making meeting arrangements, informing participants of topics to be discussed, and providing background information as needed.

Assist the Communication and Printing Operations Manage with preparing requisitions, monitor purchase orders, and utilize PCard for obtaining goods and services in accordance with College and State procurement policies and procedures.

Assist with monitoring and reconciliation of budgets for Marketing and PR and Printing Services.

Manage incoming and outgoing paper flow, including contracts, reports, and internal and external mail.

Order office supplies and arrange service calls for office equipment.

Serve as receptionist by answering telephones and referring calls and emails to appropriate individuals and greeting, screening, and announcing visitors.

Advise the Executive Director of situations or significant matters which may require attention.

Support the Executive Director in achieving College goals.

Perform other duties as assigned.

Job Duties (Safety / Policy & Procedures)

Abide by the policies and procedures published in the Board of Regents

Policies and College Policies & Procedures

Contribute to a safe educational & working environment.

Adhere to established safety and health procedures and practices for the

purpose of providing injury and illness prevention for self and others.

Complete quarterly health and safety training pursuant to OCCC's

established safety and health procedures and practices.

Participate in all applicable OCCC emergency, evacuation, shelter in place

drills, and be prepared to take action and assist others in taking appropriate

action should a health or safety emergency occur.