Administrative Assistant
: Job Details :

Position Title Administrative Assistant PIN 515000 Classification Summary

This class is the sixth level in the Administrative Support series. Incumbents provide critical administrative support to a top administration position. Responsibilities may include providing administrative support to top administration positions per request; providing accurate information during high-impact and risk situations; monitoring budgets, accounts, billings, and/or expenditures; preparing financial and/or statistical reports; and determining priority items for supervisor.

The Administrative Assistant is distinguished from the Senior Administrative Specialist in that the former performs coordinating or researching duties to support top administrators for strategic planning and decision- making as directed.

Minimum Education and/or Training and Experience

Associate's degree or two-year technical certificate and three years progressive experience providing administrative support services. An equivalent combination of education and experience will be considered.

Preferred Education and/or Training and Experience Licensing Requirements

None

Essential Job Function

These are the job duties that are required of the position.

Classification Duties

* Proofread reports received by executive staff. Complete and review resolutions and reports for Board meetings including administrator Board report with all required attachments. (B2)

* Prepare confidential correspondence, memos, letters, reports, contracts, etc. (B2)

* Prepare, maintain, and create various schedules, calendars, and/or events for executive staff. (B2)

* Run reports through events management system to inform appropriate individuals of event schedules. (B2)

* Attends a variety of meetings in support of executive in assigned area of responsibility, to include recording meeting minutes; preparing and disseminating minutes; and/or, performing other related activities. (B2)

* Coordinate with internal and/or external personnel, departments, and agencies to communicate information, respond to requests, serve as a liaison, provide assistance, and facilitate departmental operations. (B2)

* Prepare and distribute College announcements. (B2)

* Prepare department(s) orders for materials and supplies. (B2)

* Perform other related duties of a comparable level/type as assigned.

Position Duties Multistate Employer

Employees of Jefferson College must reside in Missouri or Illinois.

Multistate Employer

Position Knowledge/Skills

Knowledge

Office management practices and standard operating procedures;

Customer service principles;

Applicable Federal, State, and local laws, rules, regulations, codes, and guidelines;

Recordkeeping practices and procedures;

Keyboarding techniques;

Filing techniques and practices;

Modern office equipment;

Basic budgeting principles and procedures;

Basic parliamentary procedures;

School District operating procedures and practices;

Advanced practices and procedures in area of assignment;

Grammar, punctuation, and spelling;

Basic mathematical principles and concepts

Skills

Operating a computer and related software applications;

Maintaining records;

Composing, editing, proofreading, and formatting letters, correspondence, reports, and other written materials;

Developing, tracking, and monitoring budgetary expenditures;

Reading and interpreting applicable laws, rules, regulations, codes, guidelines, policies, and procedures;

Taking, preparing, and disseminating meeting minutes;

Working independently;

Maintaining confidentiality;

Performing mathematical calculations;

Gathering and organizing information;

Keyboarding;

Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Machines, Tools, Equipment and Software

Events Management System

Access Database

Excel

Powerpoint

Word

BoardDocs

Ellucian Banner

FAST

Everbridge

Physical Factors

Physical Effort

Physical Effort Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Posting Information

Division Instruction (DIV) Department Academic Affairs Reports To Dean of Instruction Wage/Salary $19.44 per hour Status Full-time If Part-time, hours per week If Non-exempt, work days During the academic year: Monday - Friday; During the summer: Monday - Thursday If Non-exempt, work hours 8:00 am - 4:30 pm

Posting Detail Information

Posting Number S00603P Desired Start Date 02/03/2025 Open Date 12/17/2024 Close Date Special Instructions Summary

This position is open until filled. Review of applications will begin on January 6, 2025.

Quicklink for Internal Posting EEO Statement

It is the policy of Jefferson College that no person shall, on the basis of age, ancestry, color, creed, disability, genetic information, marital status, national origin, race, religion, sex, gender identity or expression, sexual orientation, or veteran status, be subject to discrimination in employment or in admission to any educational program or activity of the College. In compliance with Federal Rules and Regulations, Jefferson College has adopted a procedure for resolving complaints of discrimination. The procedure is available to any Jefferson College student, employee, or applicant who feels that he or she has been discriminated against in employment, student programs, or student activities.

Diversity Statement

Jefferson College is a community leader dedicated to supporting and promoting diversity through opportunities and experiences that foster a culture of respect, inclusiveness, and understanding for everyone in the campus community to engage in a diverse world.