COLLIN COUNTY COMMUNITY COLLEGE

JOB DESCRIPTION

 

 

TITLE:                                   Administrative Assistant

     

DIVISION:                             Information Technology   

 

DEPARTMENT:                 Academic Technology and Network Services (ATNS)

           

SECURITY SENSITIVE:             Yes

 

JOB TITLE CODE:                       0300

 

FLSA STATUS:                  Non-exempt

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FUNCTION:              Perform diversified administrative support duties; coordinate functions required for the efficient operation of Academic Technology and Network Services.

 

REPORTS TO:             Executive Director, Academic Technology and Network Services (ATNS)

 

SUPERVISES:        N/A  

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MAJOR RESPONSIBILITIES:

 

 

Essential Job Functions:

 

1)     Coordinate and administer budget for Academic Technology and Network Services ensuring resources are available for department and division expenses. Formulate spreadsheet of expenditure maintaining a current balance for Academic Technology and Network Services budget accounts; assist with annual budget preparation.

 

2)     Compare department spreadsheets with monthly budget reports.  Research any problems, provide solutions, and work with the Business Office to make the necessary adjustments.

 

3)     Maintain records of long distance access code assignments.

 

4)     Provide telephone support to the departmental and division office. 

 

 

5)     Use advanced word processing, spreadsheet, and database software to compose memos and correspondence.  Proofread all work to ensure accuracy. 

 

6)     Compile and audit reports for internal charges for District Wide computer hardware, software and media equipment. 

 

7)     Stay up-to-date on policy and procedure changes.  Ensure hardware/software and media maintenance agreements and site license are current throughout the CCCCD district. 

 

8)     Process time sheets, leave and travel forms, and check requests.  Distribute reimbursement and payroll checks. 

 

9)     Schedule meetings, seminars, and business trips by coordinating all details that may be involved.

 

10) Maintain departmental inventory by providing accurate records of items sent and received to and from various departments throughout the district. 

 

11) Initiate departmental and division purchases, follow requisition status, coordinate delivery, verify charges, release payment and manage source documents.

 

12) Sort and distribute mail.  File and maintain correspondence, vendor literature, training guides, notices, and brochures and forward relevant information to the appropriate department/person.

 

 

Marginal Job Functions:

 

Provide assistance to the Help Desk.  Answer calls ranging from procedure inquiries to technology support to customer complaints.  Resolve and document or enter a service ticket and forward to the appropriate personnel.

 

Participate in departmental meetings, task forces, committees and councils.  Attend training workshops and staff development activities to enhance professional development.

 

Operate facsimile machine for duplication of handouts and transparencies for meetings and training sessions.

 

Send Fax transmittals.

 

Perform other duties as assigned.

 

 

 

MINIMUM QUALIFICATIONS

 

Knowledge, Skills and Abilities:

 

Knowledge of modern office practices, procedures, and management principles.

 

Knowledge of business English using correct grammar, punctuation, and spelling. 

 

Knowledge of microcomputers, advanced word processing and data manipulation applications.

 

Knowledge in operating required office equipment.

 

Knowledge of multi-line telephone system functions.

 

Skill to effectively plan work activities, schedule priorities and utilize district resources.

 

Skill to communicate orally and in writing.

 

Skill in answering multi-line phones.

 

 

Skill in proofreading materials to insure accuracy.

 

Ability to safeguard sensitive or confidential information from intentional or unintentional disclosure.

 

Ability to work effectively without undue instruction or supervision.

 

Ability to record inventories and determine supply needs.

 

Ability to apply established procedures for ordering parts and supplies.

 

Ability to identify what information is needed by others for effective actions.

 

Ability to act decisively when timely action is called for.

 

Ability to establish and maintain effective working relationships.

 

Ability to perform all the essential functions of this job.

 

 

 

Education and Experience:

 

 

Education:               Associate’s degree from a regionally accredited institution, in related field.  Effective keyboarding skills and knowledge of related software.

 

Experience:             Three years directly related experience with strong written and oral communication skills.     Must be able to demonstrate knowledge of English composition and grammar skills; excellent interpersonal skills to communicate with students, applicants, faculty, staff and the general public in a friendly, courteous and professional manner.  A minimum of two years experience with computers is required to include expertise in Microsoft Office (MS Word, MS Excel, MS Access, MS Publisher), Acrobat, AdAstra (Classroom Scheduling), and use of the Internet, Intranet, and GroupWise.

 

OR

 

The equivalent combination of training and experience.

 

 

 

Licenses/Certificates:

 

N/A

 

 

 

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.