Administrative Assistant I - Disability Support Services
Administrative Staff
Full Time
Position Title: Administrative Assistant I
Department: Disability Support Services (DSS)
Division: Enrollment Services (ENS)
Employee Status: Full-time
Type: Support Staff Association (SSA-Union)
Grade: 6
Salary: ($19.00 hourly)
FLSA: Non-exempt
_________________________________________
Reporting Relationships
Reports to: Director Disability Support Services
Supervision Exercised: Supervision may be exercised over student workers
Job Summary
Using independent judgment and minimal supervision, provide advanced clerical support involving multiple software and complex office equipment. Must exercise advanced reasoning and mature critical and analytical thinking skills. Lead or direct all office support functions. Model excellent customer service to students, faculty, administration, staff, and others through all methods of contact. Adhere to all Federal and state laws and regulations regarding students with disabilities. Confidentiality and discretion are required.
Essential Duties and Responsibilities include the following.
1. Proficient in using all methods of telecommunications. Manage department email account and incoming phone calls, take messages, and respond to and route calls/messages as appropriate
2. Coordinate schedules and make appointments for Director and multiple support staff.
3. Understand federal/state laws, rules, regulations and policies about persons with disabilities and appropriately apply this knowledge in all aspects of work.
4. Greet and direct Disability Support Services visitors; Schedule appointments for new, prospective, and current students.
5. Utilize comprehensive knowledge of all activities of college and office, and facilitate others as appropriate.
6. Use independent judgement and sound decision-making skills to lead or direct all office support functions (including multiple software & database systems).
7. Resolve inquiries, refer to appropriate departments/personnel and provide resource materials; maintain accurate knowledge of college-wide resources in order to respond to questions for both internal and external customers.
8. Direct the work of support staff and student workers as necessary; provide training as necessary.
9. Exercise advanced reasoning and mature critical and analytical thinking skills; independently model excellent customer service to students, faculty, administration, staff and others through all methods of contact.
10. Route all incoming and outgoing mail; Compile mailings for department staff.
11. Independently prepare correspondence, reports and memos.
12. Prepare and monitor budgets and reports; Manage P-card expenses and process and submit necessary reports and paperwork.
13. File, code and arrange filing of completed documents as well as purge files in accordance with statutory governmental regulations and/or college guidelines.
14. Coordinate, arrange and attend meetings as needed, prepare agendas, reserve and prepare facilities, and record notes/minutes of meetings.
15. Assist with making improvements, updates, and modifications to the department website.
16. Order and maintain office and departmental supplies.
17. Arrange and coordinate travel schedule and reservations for Director and other support staff.
18. Create, review, and update departmental forms and documents.
19. Input and manage data related to department database (ex., entering information in AIM, coding students, running routine and annual reports, and maintenance of records); share information with Director and other department staff as necessary.
20. Assist Director with coordinating contract interpreter and captioning assignments and process contract invoices.
21. Provide information and referral for students, faculty, staff, and community members on disability-related issues; Assist faculty with general questions/concerns as appropriate.
22. Perform other related duties as assigned.
23. Regular Attendance is Required
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
1. Associate’s degree or equivalent from two-year college or technical school, or six to twelve months related experience and/or training; or equivalent combination of education and experience.
2. Advanced analytical and critical thinking skills, including the ability to address and effectively resolve problems and complex situations using tact and good judgment.
3. Experience with Windows, Outlook, Microsoft Word, Excel, Webpage maintenance and database entry.
4. Excellent oral and written communication skills.
5. Demonstrated proficiency in using all methods of telecommunications.
6. Ability to maintain confidentiality and use discretion in the line of work.
Knowledge, Skills and Abilities Desired
1. Ability to read and interpret documents such as legal guidance, policies and procedures.
2. Ability to write routine reports and correspondence; Ability to effectively present information to students, faculty, and other employees of the organization.
3. Strong computer and technical skills, the ability to troubleshoot technical problems.
4. Prior experience working with underserved populations, particularly students with disabilities, in a postsecondary environment.
Work Environment
While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.
Department: Disability Support Services (DSS)
Division: Enrollment Services (ENS)
Employee Status: Full-time
Type: Support Staff Association (SSA-Union)
Grade: 6
Salary: ($19.00 hourly)
FLSA: Non-exempt
_________________________________________
Reporting Relationships
Reports to: Director Disability Support Services
Supervision Exercised: Supervision may be exercised over student workers
Job Summary
Using independent judgment and minimal supervision, provide advanced clerical support involving multiple software and complex office equipment. Must exercise advanced reasoning and mature critical and analytical thinking skills. Lead or direct all office support functions. Model excellent customer service to students, faculty, administration, staff, and others through all methods of contact. Adhere to all Federal and state laws and regulations regarding students with disabilities. Confidentiality and discretion are required.
Essential Duties and Responsibilities include the following.
1. Proficient in using all methods of telecommunications. Manage department email account and incoming phone calls, take messages, and respond to and route calls/messages as appropriate
2. Coordinate schedules and make appointments for Director and multiple support staff.
3. Understand federal/state laws, rules, regulations and policies about persons with disabilities and appropriately apply this knowledge in all aspects of work.
4. Greet and direct Disability Support Services visitors; Schedule appointments for new, prospective, and current students.
5. Utilize comprehensive knowledge of all activities of college and office, and facilitate others as appropriate.
6. Use independent judgement and sound decision-making skills to lead or direct all office support functions (including multiple software & database systems).
7. Resolve inquiries, refer to appropriate departments/personnel and provide resource materials; maintain accurate knowledge of college-wide resources in order to respond to questions for both internal and external customers.
8. Direct the work of support staff and student workers as necessary; provide training as necessary.
9. Exercise advanced reasoning and mature critical and analytical thinking skills; independently model excellent customer service to students, faculty, administration, staff and others through all methods of contact.
10. Route all incoming and outgoing mail; Compile mailings for department staff.
11. Independently prepare correspondence, reports and memos.
12. Prepare and monitor budgets and reports; Manage P-card expenses and process and submit necessary reports and paperwork.
13. File, code and arrange filing of completed documents as well as purge files in accordance with statutory governmental regulations and/or college guidelines.
14. Coordinate, arrange and attend meetings as needed, prepare agendas, reserve and prepare facilities, and record notes/minutes of meetings.
15. Assist with making improvements, updates, and modifications to the department website.
16. Order and maintain office and departmental supplies.
17. Arrange and coordinate travel schedule and reservations for Director and other support staff.
18. Create, review, and update departmental forms and documents.
19. Input and manage data related to department database (ex., entering information in AIM, coding students, running routine and annual reports, and maintenance of records); share information with Director and other department staff as necessary.
20. Assist Director with coordinating contract interpreter and captioning assignments and process contract invoices.
21. Provide information and referral for students, faculty, staff, and community members on disability-related issues; Assist faculty with general questions/concerns as appropriate.
22. Perform other related duties as assigned.
23. Regular Attendance is Required
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
1. Associate’s degree or equivalent from two-year college or technical school, or six to twelve months related experience and/or training; or equivalent combination of education and experience.
2. Advanced analytical and critical thinking skills, including the ability to address and effectively resolve problems and complex situations using tact and good judgment.
3. Experience with Windows, Outlook, Microsoft Word, Excel, Webpage maintenance and database entry.
4. Excellent oral and written communication skills.
5. Demonstrated proficiency in using all methods of telecommunications.
6. Ability to maintain confidentiality and use discretion in the line of work.
Knowledge, Skills and Abilities Desired
1. Ability to read and interpret documents such as legal guidance, policies and procedures.
2. Ability to write routine reports and correspondence; Ability to effectively present information to students, faculty, and other employees of the organization.
3. Strong computer and technical skills, the ability to troubleshoot technical problems.
4. Prior experience working with underserved populations, particularly students with disabilities, in a postsecondary environment.
Work Environment
While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.
