CALDWELL COMMUNITY COLLEGE AND TECHNICAL INSTITUTE Administrative Assistant, TRIO/SSS Salary in the United States

Performs a variety of responsible and confidential administrative, secretarial and clerical duties; researches and compiles data for various reports; and provides information and assistance to faculty, staff, students and the public, in support of implementation of the federally funded TRIO/SSS program.Essential and other responsibilities and duties may include, but are not limited to, the following:
 
Essential Functions:

1. Establishes and maintains a variety of confidential files and records such as student information, correspon­dence, the departmental budget, student contracts, enrollment records and various materials related to specific area of assignment.
2. Screens office and telephone calls; responds to requests for information and sensitive complaints from the general public, students, faculty and staff; resolve concerns and complaints; refers inquiries as appropriate.
3. Performs administrative duties within the clerical support system; recommends improvements in work flow, procedures and use of equipment and forms.
4. Participates in the administrative duties relating to assigned department; prepares and distributes comprehensive notices, reports, minutes of meetings and agendas; compiles annual budget requirements; formats, prints, reviews and files survey results, manuals and a variety of college documents.
5. Operates a variety of office equipment including a phone system, copiers, facsimile machines and computers; inputs and retrieves data and text; utilizes various computer software programs.
6. Prepares, types and enters draft and final annual performance reports and assists with grant proposals to the U.S. Department of Education's TRIO office.
7. Independently composes, types, reviews and proofreads a wide variety of complex and confidential reports, letters, memoranda and statistical charts.
8. Greets and assists visitors; answers questions in a courteous manner; provides information within area of assignment.
9. Maintains a calendar of activities, meetings and various events for assigned supervisor and TRIO program; coordinate activities with other TRIO personnel, campus departments, the public and outside agencies; schedules placement tests and appointments as needed; makes travel arrangements for program;  maintains records of travel vouchers, check requests, purchase orders and requisitions.
10. Compiles, prepares, distributes and collects information regarding non-federal funds pertaining to TRIO; coordinates ordering of supplies and materials with campus suppliers.
11. Provides information and forms to the public as needed; applies departmental policies and procedures and federal guidelines in determining completeness of applications, forms, records and reports.
12. Contacts the public and outside agencies in acquiring and providing information and making referrals.
13. Prepares and maintains a variety of records, reports and files in compliance with institutional and federal TRIO requirements.
14. Coordinates and manages monthly and annual TRIO events.
15. Participates in professional development activities and required employee training.

 Marginal Functions:

1. May type from rough draft or verbal instruction; take and transcribe dictation using shorthand or dictation equipment as re­quired.
2. Performs para-professional support work as assigned including special research projects.
3. May order and maintain adequate supplies as required; perform emergency maintenance duties as needed.
4. May receive, open, sort and distribute mail.
5. Performs other duties as assigned.

 This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.Knowledge of:
Operations, services and activities of assigned department.
General principles and practices of fiscal, statistical and administrative data collection and report preparation.
Business letter writing and report preparation techniques.
Advanced principles and procedures of record keeping and reporting.
Modern office procedures, methods and computer equipment.
English usage, spelling, grammar and punctuation.
Basic accounting and mathematic principles.
Pertinent Federal, State and local laws, codes and regulations.
Various computer software programs and networks.
Alpha and numerical filing systems.
 
Ability to:
Perform responsible and difficult administrative and secretari­al work involving the use of independent judgment and personal initiative.
Proficiently use Microsoft Office; specifically Excel and Word
Understand the organization and operation of the CCC&TI campus as neces­sary to assume assigned responsibili­ties.
Take and transcribe dictation, if required by assigned position, at a speed necessary for successful job performance.
Interpret and apply administrative and departmental policies, procedures, laws and regulations.
Work independently in the absence of supervision.
Compile and maintain confidential records.
Independently prepare correspondences and memorandums.
Type and word process at a speed necessary for successful job performance.
Maintain the security of confidential matters.
Participate in researching, compiling, analyzing, interpreting and preparing a variety of fiscal, statistical and administra­tive reports.
Operate and use modern office equipment including a computer.
Work cooperatively with other departments, department officials and outside agencies.
Respond to difficult requests and inquiries from students, faculty and staff.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain cooperative working relationships with those contacted in the course of work.

Environmental Conditions:
 The employee should have the ability to effectively handle a work environment and conditions which involve an office workspace, working closely with others, and periodically working irregular hours.

The employee must maintain the office environments by maintaining equipment and supplies, ensuring overall cleanliness, functionality, and conformance to OSHA standards to provide a safe work environment.

 Physical Conditions:
 Physical and marginal functions require the ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following; standing, walking or sitting for extended periods, moderate lifting and carrying, general manual dexterity, operating assigned equipment, and extended exposure to computer screens.

The employee is required to maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment, communicating with others, and handling varied tasks simultaneously.

Additionally, the employee must maintain mental capacity, which permits making sound decisions and using good judgment, demonstrating intellectual capabilities, working with numbers and maintaining confidentiality where appropriate.
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Scheduling Conditions:
This is a full-time position working 40 hours a week, generally Monday through Friday, 8:00 AM to 5:00 PM. including one evening per week till 7:00 PM.   Availability for both day and occasional evening work on any Caldwell Community College & Technical Institute site (or arranged off-campus site) is required during peak periods.
 
Traveling Conditions:
Local travel between the Caldwell campus, Watauga campus, or any off-campus sites may be needed. Out of state travel is limited, but may be required for training and conferences.Experience:
Minimum one year of prior secretarial or administrative experience required.
 
Training:
Associate's Degree in secretarial sciences, office administration, office technology, business administration, or a related field required.