Administrative Assistant Class Description
Title: Administrative Assistant
Incumbents in this classification perform a full range of complex administrative support and secretarial functions for senior management at the Campus Dean level. Work is performed independently and incumbents exercise considerable judgment and respond to complex, technical and sensitive issues that may have significant impact. Interactions occur with a variety of individuals within PCC, the general public and outside customers.
This classification is distinguished from the Executive Assistant classification in that Executive Assistants support a designated executive or officer of the college (e.g. Campus President, Vice President or Associate Vice President). This class is distinguished from the Office Assistant job family in that Office Assistants provide a broad range of general administrative support to a program or department.
Typical Duties and Responsibilities
- Maintains the administrator’s calendar and schedules meetings and events and prepares or distributes agendas. Arranges meetings/functions with community and other external groups and coordinates the logistics of meetings and gatherings. May occasionally provide administrative office support to managers reporting to the Campus Dean or higher.
- Serves as a liaison to or represents the administrator or division in dealings with both internal and external customers and organizations.
- Greets and responds to both internal and external customers via the telephone and in person; refers individuals to appropriate departments as necessary. Provides direction and/or assistance in resolving problems, issues and/or complaints that may be sensitive in nature.
- Researches, compiles, analyzes and summarizes data for regularly assigned or special projects.
- Compiles, composes edits, produces and distributes a variety of documents including correspondence, policies, reports, speeches and presentations.
- Disseminates oral and written communication and information as requested to internal staff and external customers. Serves as a clearinghouse for communications to the college with regard to respective areas assigned.
- Reviews and/or prepares and processes paperwork and/or electronic requests which may include requisitions, timesheets, EPAF’s and MAP’s, grants, personnel actions, employment contracts etc.
- Coordinates and assists in the preparation and monitoring/tracking of the organization’s budgets, grants, initiatives and/or funding sources as assigned. Analyzes financial reports, constraints and timelines; prepares requests for fund transfers. Handles or assists with financial transactions and control procedures. Processes expenditures, purchases, budget transfers and other actions. Develops and analyzes financial reports and maintains selected fiscal records.
- Makes extensive use of technological resources including all desktop office programs, Internet, Intranet, email and other technologies as required by area of assignment.
- Inputs and retrieves information from the college databases and other mainframe and/or microcomputer information systems. May create or revise databases used by the administrator or department.
- Performs a broad range of general office support functions including creating and/or maintaining files and records following established archival guidelines. Oversees the use of office equipment and supplies; coordinates with other support departments.
- Orders and maintains an adequate inventory of office supplies and equipment utilizing college purchasing card and ensure adherence to college purchasing guidelines. Tracks supply expenditures and reconciles bank statements.
- Attends/participates in meetings or serves on committees and work groups for respective area. May prepare draft procedural documents for final committee/work group review; may also take notes or prepare minutes. Assists or coordinates registration and facilities accommodations for internal conferences or events on campus as required by area of assignment.
- May make travel arrangements and prepare and submit travel and expense claims.
- May be assigned responsibility for training, guiding or reviewing the work of other office support staff or work study and student help.
- Positions in this classification may perform some or all of the responsibilities above and other related duties as assigned.
Work Environment and Physical Requirements
Incumbents typically work in an office setting but may be assigned other duties such as transporting office supplies and equipment. Duties typically involve managing multiple priorities, handling interruptions, deadlines and other work pressures. Some positions may involve limited local travel.
Training and experience equivalent to a high school diploma or GED® and five years of responsible administrative support experience. College or business school training may be substituted for up to two years of the experience requirement. Experience in a secretarial role or capacity is desirable. Other combinations of experience, education and training that would provide the required knowledge, skills and abilities will be considered.
Knowledge of: secretarial functions, services and techniques, office practices and procedures; policies, procedures and practices applicable to the area of assignment; relevant technological applications and resources; business correspondence standards including English, grammar, formatting, spelling and punctuation; mathematical and statistical knowledge appropriate to the assignment; and accounting, bookkeeping sufficient to maintain fiscal recordkeeping and accurate, up-to-date budget information.
Ability to: develop and maintain effective working relationships with officials and employees at all levels; communicate effectively, both orally and in writing; demonstrate resourcefulness and tact in public contacts; utilize necessary computer applications at an advanced level; understand and follow broad and complex instructions; exercise considerable judgment and initiative; handle sensitive and confidential matters and situations; perform a variety of independent research and analysis activities. Shorthand or briefhand skills may be required.
Replaces: April 2005
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