Administrative Assistant III - TRiO Student Support Services

About ECC:

Elgin Community College serves over 9000 students at every stage of their educational journeys including university transfer programs career and technical education continuing education classes and adult basic education. As a community we pride ourselves on nurturing a welcoming campus where every personstudents staff members faculty members and campus visitorsfeels valued. The work of each ECC employee is central to the colleges mission and as an employer the college fosters a positive environment through professional challenges excellent benefits and opportunities for recognition and camaraderie.

Work Schedule:

8:00 AM to 7:00pm MondayThursday; 8:00am4:00pm Friday

Rate of Pay:

This position is a grade 11 with a minimum of $36133 and a midpoint of $48177 Salary offer will be commensurate with the education/experience in alignment with the Colleges compensation philosophy and the current CBA if applicable.

FLSA Status:

NonExempt

Grant Funded:

Yes

Job Summary:

An employee in this classification performs work of routine difficulty by providing administrative support to the department. Work is distinguished by the ability to collaborate and interact with the faculty staff and students. Immediate supervision is received by the assigned manager.

Required Knowledge Skills & Abilities:

1. Associates degree (AA) or equivalent from twoyear college or technical school with a minimum of 3 years related administrative experience or equivalent combination of training and experience.
2. Considerable skill in the use of the Microsoft Office Suite including but not limited to Word Excel Access and Publisher
3. Considerable skill in organizing work to meet established deadlines while maintaining attention to detail.
4. Working skill in interpersonal interaction to be applied to a variety of individuals with differing education ethnic and socioeconomic backgrounds.
5. Working skills in verbal and written communication.
6. Working skill in operating a personal computer applicable software and peripheral equipment as well as learning and adapting to new and updated programs and technology.
7. Must be available to work a flexible schedule including evenings and weekends when required by the departments needs.

Desired Knowledge Skills & Abilities:

1. Working skill utilizing databases including enterprisewide databases (e.g. Colleague).

Essential Duties:

1. Perform a variety of administrative and clerical duties for the department including but not limited to:
   1. Collect and prepare information for reports proposals documents etc. Receive sort file and retrieve documents exercising discretion when working with confidential information.
   2. Research and process documents to update and maintain files/records.
   3. Establish and maintain filing systems.
   4. Compose format and type routine correspondence reports and other documents.
   5. Verify discrepancies and make corrections.
   6. Coordinate office and departmental activities.
   7. Coordinate calendars schedules training travel arrangements meetings and special events.
   8. Post information on college intranet and other electronic communication systems.
   9. Greet and assist office/department visitors.
   10. Answer and route telephone calls.
   11. Enter and retrieve data and information from computer systems and software applications.
   12. Disseminate information.
   13. Assist with projects that are central to the operation of the department/office.
   14. Order office and program supplies including arranging for equipment maintenance.
2. Responsible for departmental accounting including but not limited to:
   1. Process requisitions for accounts payable.
   2. Initiate budget transfers.
   3. Monitor department budget accounts.
   4. Generate budget reports.
   5. Track general ledger accounts.
   6. Address payment inquiries.
   7. May reconcile department purchasing card expenses.
3. Maintains required training licensure and/or certifications
4. Maintains confidentiality of privileged information and adheres to applicable privacy laws
5. Demonstrates sensitivity understanding and respect of diverse populations within the workplace.
6. Maintains an understanding of the work of colleagues to effectively provide backup and/or support for coworkers during times when the division is shortstaffed or experiencing an increased volume of work.
7. Adheres to department guidelines for attendance and punctuality

Other Duties:

1. Assist in the review and monitoring of leave requests timesheet submission and other human resources/payrollrelated activities.
2. May assist in inputting the divisions course offerings each semester into the colleges enterprisewide database system (e.g. Colleague) maintain changes/updates coordinate faculty contracts and resolve room conflicts.
3. May order and distribute textbooks and supplemental materials for faculty.
4. May assist in maintaining division course outlines using the colleges curriculum management software.
5. Perform other jobrelated duties as assigned which pertain to the job description.
6. Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department.

Physical Demands:

Sedentary (up to 10 lbs occasionally sitting most of the time)

Visual Acuity:

Close visual acuity (e.g. computer assembly)

Work Environment:

Moderate noise

Environmental Conditions:

Typical office or administrative

Current SSECCA Union Member Information:

Equal Employment Opportunity Statement: