Administrative Assistant II

Compensation:

$18.15 - $22.69

Compensation Type:

Hourly

Employment Type:

Fixed Term (Fixed Term)

Scheduled Weekly Hours:

40

Grade:

NE07

Department:

Administrative Operations

Position Summary

Provides administrative and clerical support for assigned college operations. Must be committed to serving a diverse college community. Actively participates in and contributes to continuous quality improvement.

This is a Fixed-Term position, therefore continous employment is contingent upon further position funding and/or need.

This position will be required to work onsite in Santa Fe, NM

Duties & Responsibilities

• Performs administrative and secretarial activities for three coordinators in support of program and department requirements; Proofs and edits, collects and records donations utilizing the Giftworks database, and sends “thank you” letters in accordance with IRS regulations.

• Answers questions from potential volunteer tutors, students, visitors, and other community service providers; acts as liaison with other departments, outside partners, and Literacy Volunteers of Santa Fe (LVSF) Board of Directors in scheduling meetings and events.

• Selects, trains, mentors, supervises, and evaluates performance of student employees.

• Prepares, processes, and tracks financial, personnel, and program and/or departmental documents and transactions.

• Prepares purchase documents, prepares requisitions for purchase of different items or PSA’s.

• Pays invoices for PSA’s.

• Department Filing, and Maintenance

• Assists in tracking assigned budgets; prepares budget related documents as needed.

• Prepares department requisitions in Banner/Workday.

• Prepares and maintains a variety of correspondence, documents, and reports, some being highly confidential.

• Utilizes the college’s database, Banner, and/or program specific database for assigned tasks. (Laces & Giftworks)

• Participates in the planning and coordination of program/departmental events and activities.

• Researches and prepares a variety of reports and spreadsheets.

• Maintains program/department filing system, electronic and paper.

• Provides assistance to students, staff, and adjunct faculty.

• Answers telephone and greets visitors; provides information and assistance; takes messages; refers to appropriate personnel.

• Makes travel arrangements for department personnel.

• Maintains office supply inventory; reorders as needed.

• Updates handbooks and policy documents; maintains and updates procedure manual.

• Makes appointments and manages calendars.

• Prepares work orders for maintenance and repair needs.

• Enters student and tutor data to state mandated database; records demographic, assessment, and outcomes, and program hours.

• Updates student and tutor contact information.

• Collects and reports data for grant funding.

• Attends internal and external meetings.

• Performs related duties as assigned.

Knowledge Skills, and Abilities

• Knowledge of modern office practices and procedures.

• Knowledge of college policies and procedures.

• Knowledge of computers and job related software programs.

• Knowledge of the use of a variety of office equipment.

• Knowledge of planning and scheduling techniques.

• Knowledge of word processing, spreadsheet, database and calendar software.

• Skill in decision making and problem solving.

• Skill in the maintenance of files and records.

• Skill in the researching, compiling and preparing reports.

• Skill in oral and written communication.

• Skill in interpersonal relations.

• Ability to provide quality customer service.

• Ability to prioritize a variety of tasks.

• Ability to organize resources and establish priorities.

• Ability to work independently and as a team member.

• Ability to maintain confidentiality, including the ability to recognize situations in which confidentiality is required.

Minimum Qualifications:

• High school diploma or GED

• One (1) year clerical or administrative experience.