COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

JOB DESCRIPTION

TITLE: Administrative Program Assistant I

DIVISION: Information Technology

DEPARTMENT: Administrative Programming

SECURITY SENSITIVE: Yes

JOB TITLE CODE: 0305

FLSA STATUS: Non-exempt

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FUNCTION: Perform diversified secretarial and administrative duties required for the efficient operation of the Administrative Programming Office. Maintaining a high degree of confidentiality. Monitor budget expenditures. Answer help desk Ahotline", screening and directing calls to appropriate technical staff. Enter service requests in tracking system, and answers routine software support inquiries on word processing, spreadsheet, and graphics software. Route specific technical issues to appropriate programmer. Intercept and solve simple technical/programming situations.

REPORTS TO: Director Administrative Programming

SUPERVISES: N/A

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MAJOR RESPONSIBILITIES

Essential Job Functions:

1) Perform diversified secretarial duties to include filing, data entry, word processing, typing letters, documents, reports and memoranda; proofread all work to ensure accuracy.

2) Analyze and monitor divisional and discipline monthly accounting reports ensuring that all expenditures are authorized, accurately recorded and charged to the correct cost center and account.

3) Serve as administrative support for SIS Plus committee, IE, minutes, schedules, rooms and documentation.

4) Assist the Director with developing the annual budget: project future scheduling needs, salary allocations and other resources needed by the division. Prepare Personnel Cost Back-up Report.

5) Assist with the purchasing of equipment and supplies for the department; follow-up on status of purchase orders, coordinate delivery of supplies to requesting department, verify expenditures, file and maintain source documents.

6) Prepare and follow-up on leave and travel forms, check requests, and other forms to ensure receipt of items/completion of requests. Distribute payroll and reimbursement checks.

7) Interface with maintenance vendors on hardware and software for cost, changes, and repeat orders.

8) Trouble shoot on VAX, E-mail, and printer issues. Direct appropriate calls to help desk. Solve minor technical problems such as printing and releasing print jobs. Perform entry level problem solving on VAX system. Perform routine programming in Access. Provide one-on-one software training to District staff.

9) Provide technical support by answering help desk “hot line” answering questions on word processing, spreadsheet and graphics software.

10) Keep up-to-date on changes in policies and procedures to maintain current working knowledge.

Marginal Job Functions:

MINIMUM QUALIFICATIONS

Knowledge, Skills and Abilities:

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

Knowledge of IBM Compatible PC and basic/ advanced word processing software, data manipulation applications and desktop publishing with the ability to provide training instructions.

Knowledge of programming in Access data base software.

Knowledge of VAX system.

Knowledge of printing hardware.

Skill to type 65 wpm.

Effective keyboarding skills and knowledge of related software.

Skill in answering multi-line phone system.

Skill in operating required office equipment.

Skill in proofreading materials to ensure accuracy.

Knowledge of department and college policies, procedures, and practices with the ability to answer work-related questions and/or interpret and apply these policies and procedures correctly in various situations.

Ability to perform entry-level problem solving on VAX system.

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 read and interpret technical reference manuals.

Knowledge of business English with the ability to write in complete sentences using appropriate words, correct grammar, punctuation, and spelling.

Ability to keep up-to-date on changes in policies and procedures to maintain current working knowledge.

Skill to effectively plan work activities, schedules, priorities and utilization of resources.

Ability to establish and maintain effective working relationships.

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

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 listen actively and demonstrate understanding.

Ability to maintain restraint and keep calm when faced with emotional or irate individuals.

Ability to demonstrate safe work habits and safe use of equipment.

Education and Experience

Education: One year of specialized training beyond the high school diploma with Effective keyboarding skills and knowledge of related software. the ability to accurately type 65 wpm. Proficient in word processing software, spreadsheet and desktop publishing.

Experience: Four years of secretarial work experience including filing, typing, and answering phones to include a minimum of two years PC experience with word processing, spreadsheet and graphics software. In addition, eighteen months to two years performing as Division Secretary in this department. Demonstrated strong written and oral communication skills and the ability to relate well to students, staff, and the general public.

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.