Administrative Aide II

Montgomery College•Topeka, MD

7d•$22 - $34•Hybrid

About The Position

Montgomery College, Rockville Campus, has an immediate need for a full-time Administrative Aide II in the General Studies Program. The work schedule is Monday – Friday, 8:30 a.m. – 5:00 p.m. 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. Montgomery College promotes and creates a working and learning environment rooted in the basic tenets of fairness, belonging, and inclusiveness. This position is eligible for telework 1 day a week after the completed probationary period. This eligibility is subject to change based on the needs of the unit. The work involves providing administrative, technical, and support services for the General Studies Program in the Humanities Area. This position will facilitate the administrative procedures related to the programs and services offered by the office, including any program events. Administrative support tasks include processing technical and action-item decisions related to budget, personnel, and purchasing needs; researching information, and providing the results to the supervisor; as well as maintaining the financial records and web pages(s) of the department. The incumbent in this position communicates with others throughout the College and external entities to obtain and provide information, and arranges appointments and staff schedules, organizes office routines; and speaks for the supervisor on matters on which the supervisor’s views are known, or as authorized. Duties include but are not limited to: Performs general administrative duties and ensures compliance with established policies and procedures regarding office services, College protocols, 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. As initial point of contact for office, directs calls and walk-ins to appropriate staff or departments. Manages and maintains the supervisor's calendar for conference and room space needs; orders supplies through various vendors; hires, trains and supervises student assistants; provides student support related to the department. Maintains manual and/or automated financial, accounting, personnel and other administrative/management files and records, ensuring confidentiality. Attends meetings, takes summary notes and distributes notes and minutes. Reviews and verifies information on forms and documents submitted to the academic or administrative program. Performs calculation or coding and enters data into appropriate systems. As directed, using approved software and operating within the overall guidelines set by the College, 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 requisition and submitting the actions for the supervisor’s approval. Coordinates program events. Communicate facility issues and coordinate and schedule all vendor deliveries. Manage priorities, projects and stakeholder needs simultaneously in a busy office environment. Performs other duties as assigned.

Requirements

High school diploma or GED including or supplemented by course in word processing and office practices.
At least three years of progressively responsible experience performing general office and secretarial duties involving customer service.
Knowledge of office support procedures and practices including the appropriate use of English spelling, grammar, writing styles and formatting; and knowledge of basic mathematical computations; record keeping principles and procedures; as well as PC hardware, software and office applications.
Eligible applicants must currently be authorized to work in the United States and not require employer visa sponsorship.
(Required) Attach a cover letter to your application.
For consideration, you must include dates of employment in your application or attachment
For degrees earned outside of the U.S., a copy of your education equivalency, conducted by a nationally recognized evaluation service, must be included in your application.

Nice To Haves

Prior experience with Workday, OneDrive, SharePoint, QlikView, Banner and Teams.

Responsibilities

Performs general administrative duties and ensures compliance with established policies and procedures regarding office services, College protocols, 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.
As initial point of contact for office, directs calls and walk-ins to appropriate staff or departments.
Manages and maintains the supervisor's calendar for conference and room space needs; orders supplies through various vendors; hires, trains and supervises student assistants; provides student support related to the department.
Maintains manual and/or automated financial, accounting, personnel and other administrative/management files and records, ensuring confidentiality.
Attends meetings, takes summary notes and distributes notes and minutes.
Reviews and verifies information on forms and documents submitted to the academic or administrative program.
Performs calculation or coding and enters data into appropriate systems.
As directed, using approved software and operating within the overall guidelines set by the College, 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 requisition and submitting the actions for the supervisor’s approval.
Coordinates program events.
Communicate facility issues and coordinate and schedule all vendor deliveries.
Manage priorities, projects and stakeholder needs simultaneously in a busy office environment.
Performs other duties as assigned.

Benefits

generous paid vacation, sick, paid holidays, medical, dental, vision, group legal benefits, professional development, retirement plan, educational assistance, tuition waiver for employee and dependents, wellness programming including onsite gyms, pools and classes.

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