Job Description
Job Description
PURPOSE AND SCOPE:
The PT Staff Assistant II performs standard and some advanced administrative duties. Duties include receiving and logging information, making copies, preparing correspondence and basic documents, answering routine questions and inquiries, maintaining databases and tracking data. He or She is responsible for providing departmental support by coordinating office activities and meetings to achieve optimum office productivity. He or She provides direct support to all division personnel.
ESSENTIAL JOB FUNCTIONS:
Operate a variety of office equipment, such as a personal computer, printer, photocopier, facsimile, scanner, or calculator
Provide information & assistance with routine and non-routine task and resolves problems from a multiple of individuals/faculty and customers/students. Assist students, faculty, staff and visitors by handling their requests and providing routine information. Provide excellent customer service support
Responsible for procurement, budget management, reconciling accounts while communicating with internal and external vendors. Monitor expenses charged against department accounts and track on budget spreadsheets. Reconcile ProCard and T&E card expenses as they post. Maintain budget report for purchases expensed, encumbered, and the remaining balance. Create all travel and expense reports for department staff. Responsible for requisitions and purchase orders. Responsible for ordering business cards for division staff
Provide relevant technical support for students (with computers, laptops, phones, printers, copiers, and scanners)
Manage inventory of assets and supplies, sourcing for suppliers (vendors) and submitting invoices
Participate in developing new programs, maintaining departmental records, student files and other documents
Create procedures for a variety of office duties to better streamline office functions
Recruit, train, and supervise student workers
Oversee Suite appearance through facilities department when needed
Assist with Information Sessions, making sure that there is a sign in sheet, certificates, signs being posted
Submit marketing requests and work requests and take care of general maintenance requests for the division
Order office and cashiering supplies to support daily operations
Generate reports that help others track, evaluate, and complete tasks. The requests may come from or be assigned by manager, an instructor, or counselor in the division. These items may include but are not limited to syllabus and vitae checks, adjunct leave hours per instructors, important dates to e-mail to instructors like Official day and W day, rosters with telephone number, and academic advising rosters, etc.
Responsible for other reasonable, related duties as assigned
KNOWLEDGE, SKILLS AND ABILITIES:
Strong attention to detail
Proficiency with common office software (i.e. Microsoft Word, Excel, and PowerPoint)
Strong oral and written communication skills
Excellent customer service skills
Knowledge of general office practices and procedures
Ability to multi-task and prioritize work assignments
PHYSICAL ABILITIES:
The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. No special physical demands are required to perform the work.
WORK SCHEDULE AND CONDITIONS:
Equipment used includes, PC workstation running on a LAN in a Microsoft Windows environment, calculator, phone and other general office equipment
Interface with internal and external contacts as needed to carry out the functions of the position
Work is performed in a climate-controlled office with minimal exposure to safety hazards
REQUIRED QUALIFICATIONS:
High school diploma or GED