Administrative Aide II

Montgomery College•RV - Gordon and Marilyn Macklin Tower, MD

3d•$23 - $29•Hybrid

About The Position

Montgomery College, Rockville Campus, seeks candidates for a Full-time Administrative Aide II in the Computer & Data Sciences department. The work schedule is Monday – Friday 8:30am – 5:00pm. This is a Bargaining, non-exempt, grade 19 position. For non-exempt positions, you are not eligible to work a secondary job at Montgomery College. This position is eligible for telework (1) day a week after probation period. Telework eligibility and total days per week are subject to change based on the operational needs of the applicable unit/area. Montgomery College does not currently offer voluntary remote work or withhold payroll taxes for states outside of its tax reciprocity agreements. As a result, employees must reside in, and perform any approved telework from Maryland, Washington, DC, Virginia, West Virginia, Delaware, or Pennsylvania. Employees residing in other states at the time of hire are not eligible for telework until they have secured a permanent residence in one of the states listed above. Montgomery College promotes and creates a working and learning environment rooted in the basic tenets of fairness, belonging, and inclusiveness. Job Summary Here The work involves providing administrative, technical, and support services to an academic or administrative unit and facilitating the administrative procedures related to the programs and services offered by the office. Responsible for organizing and carrying out assigned office activities to include department events. Assigned administrative support tasks involve technical decisions regarding processing of actions (i.e., budget, personnel, purchasing); researching information in the files and providing the results to the supervisor; and/or, maintenance of unit financial records and web page(s). The incumbent in this position communicates with others throughout the College and external entities to obtain and provide information, arranges appointments and staff schedules and organizes office routines; and speaks for the supervisor on matters on which the supervisor’s views are known, or as otherwise authorized.

Requirements

High school diploma or GED including or supplemented by courses in word processing and office practices.
Three years of progressively responsible experience performing general office and secretarial duties involving customer service.
The equivalent combination of education, training, certification and/or experience that provides the required knowledge and expertise to perform the essential functions of the job may be considered.
Knowledge of office support procedures and practice; English usage to include spelling, grammar, writing styles and formats; basic mathematical computations; record keeping principles and procedures; and PC hardware and skill in using PC software and office applications.
Eligible applicants must currently be authorized to work in the United States and not require employer visa sponsorship

Nice To Haves

Experience managing and organizing in-person, remote, and hybrid events

Responsibilities

Performs general administrative duties and ensures compliance with established policies and procedures regarding office services, College protocols, the college academic calendar and deadlines, and administrative requirements.
Answers phones, opens and routes mail, types and creates various communications (e.g. correspondences, flyers, letters, syllabi, tests, and/or reports) by typing from draft documents and subsequently proofs and edits the documents.
Initial point of contact for the office, directs calls and walk-ins to appropriate staff or departments.
Manages and maintains supervisor's schedule and calendar for scheduling of conference and room space; orders supplies through various vendors; hires, maintains manual and/or automated financial, accounting, personnel and other administrative and management files and records, ensuring confidentiality where appropriate; attends meetings, takes summary notes and distributes notes and minutes; reviews and verifies information on forms and documents submitted to the academic or administrative department.
Performs calculations or coding and enters data into appropriate systems.
Manages one or more web pages for the academic or administrative area, which may include adding, modifying, or removing content as to reflect the organization’s programs and operations.
Provides technical support by processing actions relating to the budget, personnel, or purchasing to include purchase requisitions and submitting the actions for the supervisor’s approval.
Manages and coordinates departmental events, including but not limited to speaker series events, programming competitions for MC and K-12 students and hackathons or data challenges.
May manage vendor contracts for building maintenance; communicate facility issues and coordinate and schedule all vendor deliveries.
Assists in the training of lower-level staff or student workers.
Manages priorities, projects and stakeholder needs simultaneously in a busy office environment.
Performs other duties as assigned.