Administrative Assistant I

Position Title:

Job Description:

POSITION SUMMARY
To provide a wide variety of responsible clerical duties, offering professional, effective, and efficient customer service assistance to students, faculty, and college personnel, and supporting the department of Marketing and Creative Services. Acts as an administrative assistant to a department head, relieving an administrative official of operational details. Primary duties include financial records and expenditure monitoring, meeting arrangements, ordering of office supplies, office coverage, and reception. Considerable judgment, initiative, and independent action in establishing or adapting work procedures to new situations are required. Work requires knowledge of the policies and procedures within the department and college.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Serve as the initial point of contact for the purpose of receiving and directing visitors; handling phone calls and messages; and prioritizing and distributing mail.
2. Assist with preparing and monitoring the budget for the purpose of processing direct pay vouchers, invoices, purchase requisitions, travel requests and reimbursement; processing budget adjustments and transfers; managing credit card payments and reports; and processing work orders and service arrangements.
3. Establish and maintain professional relationships with a variety of vendors for the purpose of managing contract files and forms, databases, projects, and budgets; and assisting with departmental organization of all projects.
4. Act as a liaison for the Marketing office with other college offices and external parties/vendor for the purpose of providing support to the Director for overall administrative and coordination of functions within the college; processing incoming and outgoing correspondence; and preparing, maintaining, and reviewing office procedures and suggest necessary changes to the Director.
5. Assist, coordinate, and schedule meetings for the purpose of acting as recording secretary; and maintaining electronic calendars, databases, and mailing lists.
6. Communicate with vendors and business office for the purpose of assisting in the bidding, quote, and ordering process; and ordering and maintaining inventories, printed materials, and promotional items.
7. Provide additional support to the Manager of Marketing and Creative Design, as needed for the purpose of supporting departmental programs and initiatives; and working collaboratively with other departments, as assigned.
8. Perform other related duties as assigned.

MINIMUM QUALIFICATIONS
1. High School diploma or equivalent.
2. Three (3) years of related experience.
3. Strong personal computer skills and a thorough knowledge of several software applications including Microsoft Office Suite for Windows.
4. Attentiveness to detail and ability to accurately type and proofread carefully.
5. Ability to perform multiple tasks simultaneously, excellent organizational skills, and initiative.
6. Strong verbal and written communications skills, and ability and willingness to work cooperatively with a diverse population.
7. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
8. Demonstrated commitment to the college's core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PERFERRED QUALIFICATIONS
1. Associate's degree.
2. Three (3) years of related experience in the community college environment.
3. Knowledge of Workday.
4. English and Spanish verbal and written communication proficiency.
5. Demonstrated multicultural competence.

PHYSICAL DEMANDS
* Normal office physical demands.

WORKING CONDITIONS
* Duties are performed indoors in the usual office environment.

Full Time/Part Time:

Union (If Applicable):

Scheduled Hours:

Benefits

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