Portland Community College | Portland, Oregon

Instructional Administrative Assistant I

Category: Classified

FLSA: Non-Exempt

Grade: 14

Job Summary

This is the entry level within the Instructional Administrative Assistant job family. Incumbents in this classification perform a limited range of administrative support duties in support of an instructional division or program. Work is routine in nature and work procedures are generally well defined. Complex issues or decisions may be referred to a higher level Instructional Administrative Assistant or the incumbent's immediate supervisor.

Distinguishing Characteristics

The Instructional Administrative Assistant I is distinguished from the Instructional Administrative Assistant II and III in that the Instructional Administrative Assistant II and III perform a full range of administrative support duties including class scheduling and budget monitoring and incumbents exercise judgment and discretion in handling assigned responsibilities.

Typical Duties and Responsibilities

  1. Provide general support to faculty and staff in typing correspondence, reports, contracts, and instructional materials of varying complexity, time cards, spreadsheets, faxing, and/or making photocopies. Assemble informational packets. May maintain supervisor's calendar, attend department meetings and take minutes as requested.
  2. Answer phones and greet the public and students. Respond to student questions regarding programs and program requirements. Resolve a variety of office problems independently.
  3. Operate assigned modules of college data base system. Input or extract data as requested by supervisor or lead worker.
  4. May interview and make recommendations in the hiring of student workers; coordinate the work activities of assigned student workers and process payroll.
  5. Ensure office equipment is in good operating order. Maintain inventory of office supplies.
  6. Maintain office, instructor, and/or student files.

Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Minimum Qualifications:

High school diploma or equivalent supplemented with one year experience in an administrative support position required. Other equivalent combinations of experience and training will be considered.

Knowledge of: Contemporary office practices, procedures and techniques; spelling, vocabulary, math and grammar skills; use and operation of personal computers and associated standard office software, basic customer service standards and principles; other office resources and equipment including phones and telecommunications systems, fax machines, copy machines, TTY devices.

Ability to: Develop and maintain effective working relationships; maintain a reliable and dependable attendance record; provide effective and responsive service to department customers and contacts; perform all assigned tasks efficiently and accurately and create and maintain accurate records; possess and demonstrate the required level of proficiency in desktop computers and other assigned software or electronic resources, including the Intranet and Internet, as assigned; learn and utilize Banner or other information systems and databases; create and maintain accurate and up-to-date records.

Work Environment and Physical Requirements

Work is generally performed in an office environment. Frequent work interruption or change in work flow.

Occasional lifting, guiding, or carrying of light-weight materials or equipment may be required. Sitting for extended periods of time while working at a computer terminal and the ability to bend, stoop, and crawl in troubleshooting office equipment failure or maintenance is required of incumbents in this classification.

REV: 03/05

REPLACES: Instructional Administrative Assistant I, Gr. 14, 10/16/98