Admin-Secretary and Administrative Assistants
Posting Date: 05/14/2019
General Statement of Job
To provide clerical and administrative support.
Description of Duties and Tasks
Essential duties and responsibilities include the following. Other duties may be assigned.
Performs administrative duties for a department in support of faculty, staff, and/or student efforts, including examining and answering correspondence, processing and prioritizing office communications, processing mail, answering the telephone and email, arranging conference calls, and maintaining or coordinating the supervisor's schedule.
Communicates program information and assists students.
Performs clerical duties including correspondence, ordering supplies and equipment, maintaining files, processing mail, and duplication.
Gathers, compiles, and enters data, producing routine and specialized reports and documents; maintains files, records, logs, and other tracking systems.
May design and produce handouts, fliers, newsletters, brochures, manuals or other documents; may maintain or update webpages or use social media.
Responds to and/or directs inquiries in person or on the telephone; accesses and works with other staff to assist in resolving issues from students, employees, and the public.
Maintains schedules, calendars, and appointments, which may include scheduling department meetings and events, issuing invitations, arranging for location and equipment, typing minutes, and preparing information packets.
Compiles and produces routine reports or documents.
May input budget figures, prepare requisitions, maintain budget sheets, log and track expenditures or take payments, or assist in departmental procurement processes.
May serve as a technical resource for computer hardware and software and other office equipment such as copiers and fax machines.
May be assigned responsibility for special projects such as scheduling rooms, compiling information packets, creating spreadsheets, charts, and graphs, and other projects.
May oversee the work flow of others, as appropriate.
Additional Job Specific Duties
Work with program staff on community outreach initiatives, including participation in informational events at community partner locations.
May support department with student registration activity at both campus and community partner locations.
Must possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Office procedures and practices.
Customer service techniques.
Basic bookkeeping procedures.
Knowledge and understanding of underserved groups.
Must possess required skills and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Preparing and processing purchase orders and/or other purchasing liaison skills such as procurement card (P-Card) reconciliation, preparing requisitions, etc.
Managing the budget within assigned department.
Maintaining an established work schedule.
Effectively using interpersonal and communications skills.
Effectively using organizational and planning skills with attention to detail and follow-through.
Entering data, maintaining files, and performing other clerical duties.
Maintaining confidentiality of work-related information and materials.
Establishing and maintaining effective internal and external relationships.
Effective customer-orientation when working with a diverse population.
Use a variety of spreadsheet, word processing, database, and presentation software.
May also use social media, work with desktop publishing, and update webpages.
Required Work Experience
Two years related work experience.
High school diploma or educational equivalent.
Other Preferred Qualifications
Familiarity with serving diverse populations. Familiarity with issues related to equity and inclusion.
Bilingual Spanish / English Proficiency
Work is performed in a standard office environment.
Subject to standing, walking, sitting, bending, reaching, pushing, and pulling.
Occasional lifting of objects up to 10 pounds.
Work safely and follow safety rules. Report unsafe working conditions and behavior. Take reasonable and prudent actions to prevent others from engaging in unsafe practices.
ACC Benefits Overview
Full-time Faculty and Staffing Table employees who work in full-time and/or part-time positions at the College are eligible for ACC medical benefits effective the first of the month after their first 60 days of employment. Benefits include medical, dental, life insurance, short and long term disability, retirement plans and AD&D.
ACC does not participate in Social Security. ACC participates in the Teacher Retirement System of Texas (TRS) and the Optional Retirement Program (ORP-Faculty Only). Part-time and Hourly employees participate in the ACC Money Purchase Plan (ACCMPP) as a retirement program required by Federal law.
The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. ACC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by ACC as its discretion to enable individuals with disabilities to perform the essential functions.
Austin Community College provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.