COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

JOB DESCRIPTION

 

 

TITLE:                                               Administrative Assistant

       

DIVISION:                                         Provost, Preston Ridge Campus

 

DEPARTMENT:              Learning Resources Center, Preston Ridge Campus

 

SECURITY SENSITIVE:                          Yes                   

 

JOB TITLE CODE:                       0300

 

FLSA STATUS:                              Non-exempt

 

 

FUNCTION:                                      Coordinate functions required for the efficient operation of the Preston Ridge Campus Learning Resources Centers.  Perform administrative duties related to monitoring all LRC functions including budgeting, purchasing, and receiving. Maintain a high degree of confidentially. Expedite materials or actions requested by the respective Executive Directors. 

 

REPORTS TO:                             Executive Director, Learning Resources Center, PRC

 

SUPERVISES:                                N/A 

___________________________________________________________________

 

MAJOR RESPONSIBILITIES

 

Essential Job Functions

 

1)     Order library materials, supplies, and equipment and generate purchase orders.  Serve as liaison with Purchasing and Receiving to ensure accuracy of purchase orders and payment. Submit requests via Buyspeed or manually; follow-up on the requests, receive items, and maintain relevant records.

 

2)     Analyze and monitor monthly center accounting reports ensuring all expenditures are authorized, accurately recorded and charged to the correct cost center and account.  Prepare budget adjustment form to transfer funds when necessary.

 

3)     Assist the Executive Director in the preparation of annual center budget, projecting personnel costs and other center costs.

 

4)     Work closely with the Human Resources Department and Payroll to maintain accurate work records of all LRC staff, including part-time personnel and student assistants. Maintain and revise time sheets, leave records, and all other labor records for LRC staff.

 

5)     Work closely with Academic Computing and Help Desk to ensure prompt installation and maintenance of computer equipment.   Maintain inventory and license records of all LRC computers, databases, and software.

 

6)     Perform diversified secretarial duties to include letters, reports, records management, filing,   proofreading, and related tasks. Prepare and respond to correspondence as assigned by the LRC Executive Directors. Screen, sort, and distribute incoming mail and perform other duties to support the LRC staff.

 

7)     Maintain work calendars and schedules for LRC. Make travel arrangements for LRC staff.

 

8)     Coordinate information flow and communication by updating procedures manuals, coordinating student and faculty surveys, and editing reports.

 

9)     Work closely with Administrative Assistants at other LRCs to coordinate procedures and activities.

 

10) Place requests for facilities maintenance with Plant Operations and track the completion of requested maintenance.

 

11) Conduct inventories of equipment and furniture.

 

12) Collect and deposit funds to the appropriate accounts in the Bursar’s office from the various areas within the LRC.

 

Marginal Job Functions

 

In the absence of the Executive Director or a Reference Librarian, serve as a liaison between students, professors, staff, the public and the LRC as needed. Respond to questions, providing accurate information in a timely and courteous manner.

 

MINIMUM QUALIFICATIONS

 

Knowledge, Skills and Abilities

 

Knowledge of microcomputers, spreadsheet and word processing software, as well as data base concepts and applications.

 

Ability to learn department and college policies, procedures and practices in order to answer work related questions.

 

Ability to establish and maintain effective working relationships.

 

Ability to learn the college's budget preparation procedures and practices.

 

Ability to determine appropriate expenditures for budgeted funds to meet

department’s objectives and goals.

 

Ability to perform assigned responsibilities, duties, and tasks according to

established practices, procedures, techniques, philosophies, and standards with

minimal supervision.

 

Ability to independently identify and undertake additional tasks to be

accomplished.

 

Oral and written skills to convey ideas, facts, and information effectively and

accurately to students, staff, faculty and the general public.

 

Ability to write in complete sentences using appropriate words, correct grammar,

punctuation, and spelling.

 

Ability to listen actively and demonstrate understanding.

 

Ability to maintain restraint and keep calm when faced with interpersonal

conflict and/or emotional or angry individuals.

 

Ability to perform all the essential functions of this job.

 

 

Education and Experience

 

Education:                              Associate's degree (Bachelor's desired) from a regionally

accredited institution, in a related field.

 

Experience:                                   Three (3) years directly related experience.  Demonstrated

strong written and oral communication skills and the ability to relate well to students, staff and the general public.  Ability to use a personal computer and various software including: word processing, database management, and spreadsheet applications.

 

OR

 

Any equivalent combination of training and experience.

 

 

 NOTE:  This job description is not an employment agreement or contract.  The President and/or designee has the exclusive right to alter this job description at any time without notice. 

 

Employees of CCCCD are expected, as required in their specific job functions, to participate in maintaining standards required for accreditation; to participate in college task forces, activities, meetings, committees and councils; to interact and work cooperatively in order to assist students, staff, faculty and the community in the accomplishment of various goals; to represent one’s self and the college in a positive, professional manner consistent with the core values which include a passion for learning, service and involvement, creativity and innovation, academic excellence, dignity and respect, and integrity; and to safeguard sensitive or confidential information from intentional or unintentional disclosure. 

 

Employees are expected to maintain current working knowledge of policies, procedures and guidelines necessary to answer work-related questions and to provide assistance to students, staff, faculty and the general public in a timely and courteous manner.  Employees are also expected to perform other duties as may be assigned by their supervisor and to contribute to the team efforts of the department and to assist the college in achieving its strategic goals.  

 

Employees must abide by all laws, college policies and guidelines.

 

Collin County Community College District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, age, sex, national origin, disability or veteran status.