COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

JOB DESCRIPTION

TITLE: Administrative Assistant – SCC LRC

DIVISION: Provost

DEPARTMENT: Learning Resources Center

SECURITY SENSITIVE: Yes

JOB TITLE CODE: 0300

FLSA STATUS: Non-exempt

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FUNCTION: Assist the LRC Executive Director with administrative duties including budget, purchasing and receiving, inventory control, and personnel actions. Perform diversified secretarial duties required for the efficient operation of the LRC.

REPORTS TO: Executive Director Learning Resource Center

SUPERVISES: Student Assistants

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MAJOR RESPONSIBILITIES

Essential Job Functions:

1) Develop the annual budget in coordination with the Executive Director. Revise, implement, and maintain the LRC budget. Project salary allocations and other resources needed by the division.

2) Monitor monthly budget reports from the business office. Provide accurate monthly budget reports.

3) Order supplies and equipment and input purchase orders into computer. Monitor the online purchasing. Serve as liaison with Purchasing and Receiving to ensure accuracy of purchase payment and budget distribution. Research options, make recommendations for purchase, and maintain relevant records.

4) Maintain and keep inventory records for the LRC.

5) Coordinate submission of library’s timesheets. Assist supervisors and staff in understanding timekeeping policies. Troubleshoot issues related to timekeeping and paychecks.

6) Assist the Executive Director and library supervisors in posting vacant positions and documenting interview and hiring decisions.

7) In coordination with Executive Director, monitor the quality of library’s facilities to assure a positive library experience for customers. Report facilities issues to Plant Operations. Serve as a contact person for Plant Operations personnel seeking information about needed library repairs, installations, and furniture moves.

8) Along with others, screen, sort and distribute incoming mail and perform other related duties to support the LRC staff.

Marginal Job Functions:

Assist in the supervision and training of student assistants within the LRC Administrative office.

MINIMUM QUALIFICATIONS

Knowledge, Skills and Abilities:

Knowledge of microcomputers and basic/advanced word processing software and data manipulation applications.

Ability to establish and maintain effective working relationships.

Ability to determine appropriate expenditures for budgeted funds to meet departments objective and goals.

Ability to provide accurate information or assistance to requestors in a timely and courteous manner.

Ability to perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques and standards with minimal supervision within the assigned time frame.

Ability to independently identify and undertake additional tasks to be accomplished.

Oral and written skills convey ideas, facts, and information effectively and accurately to students, staff, faculty, and the general public.

Knowledge of business English with the ability to write in complete sentences using appropriate words, correct grammar, punctuation and spelling. Knowledge of standard business formats for correspondence such as memoranda and letters.

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 organize, schedule, assign, delegate, coordinate, train and monitor the work of student assistants.

Ability to perform all essential functions of this position.

Education and Experience:

Education:

Associate's degree from a regionally accredited institution in a related field.

Experience:

Three years of directly related experience. Experience in higher education preferred with office management experience. Demonstrated strong written and oral communication skills with the ability to relate well to students, staff, and the general public. Ability to use a personal computer and various software including: word processing, graphics, data base 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.