Administrative Assistant (Out of School Youth)

at  Delaware Technical Community College

SUMMARY STATEMENT

An incumbent is responsible for providing advanced administrative support to an administrative or technical supervisor and unit staff.

AN INCUMBENT MAY PERFORM ANY COMBINATION OF THE BELOW LISTED ACCOUNTABILITIES:

1. Acts as a liaison between supervisor and faculty, other departments, students, and the public and provides guidance on routine and some non-routine matters. Collects and compiles data for reports and provides supporting documentation.
2. Composes, formats, and types memoranda, correspondence, and reports. Prepares financial/legal documents, contracts, cases, charts, and similar materials using technology while maintaining appropriate confidentiality.
3. Reviews and routes incoming mail; composes reply for employer’s signature; maintains a follow-up filing system on correspondence; orders supplies for department/division; may forward copies of correspondence to others for their information and response, on behalf of supervisor
4. Supports department/division by providing routine information to callers, transfers calls to appropriate official, and schedules appointments for supervisor resulting from public contact. Greets visitors, ascertains nature of business, and directs visitors to appropriate staff person.
5. Arranges details for department/division meetings, conferences and events, and travel, including but not limited to schedules, reservations, location, taking minutes, and guest seating.
6. Establishes and maintains complex filing system for the unit, using traditional paper filing and digital filing using various technology. Keeps a variety of department/division records, such as staff time and leave, attendance, and financial documents. Establishes and maintains accounting procedures for divisional budget as allocated by department/division.
7. Analyzes routine operating practices and procedures related to workflow, cost reduction equipment, and supply utilization, etc. to ensure smooth and efficient office operation and makes recommendations for change when necessary.
8. Tracks budget expenditures and performs research and other duties related to budget preparation including but not limited to registrations and payments for students, processing travel requests, including calculating mileage, and researching rates and lodging allotments. Collects receipts and reconciles credit card.
   9, May supervise, train, or provide guidance and support to other clerical employees and/or College Work Study students.
9. Performs other related duties as required.

KNOWLEDGE SKILLS AND ABILITIES

Knowledge of administrative principles and procedures.
Knowledge of accounting, fiscal policies, and guidelines.
Knowledge of division operations, services, programs, and campus organization.
Knowledge of applicable policies, procedures, laws, regulations, or requirements.
Knowledge of word processing, spreadsheet, and database software.
Excellent interpersonal, communication, decision-making, critical thinking, and organizational skills.
Skill in searching files and records for information.
Skill in recording and compiling data accurately.
Ability to oversee the work of clerical/support employees.
Ability to read, apply, and explain rules, regulations, policies, and procedures.
Ability to exercise discretion in the handling of confidential information.
Ability to communicate effectively, both orally and in writing, and relate to a diverse population in a multicultural environment.

MINIMUM QUALIFICATIONS

Associate’s degree in a relevant field and two (2) years of responsible administrative support experience; or other equivalent combination of education and experience.