Administrative Aide III (S03095)

Montgomery College

3d•$26 - $42•Hybrid

About The Position

Montgomery College, Rockville Campus has an immediate need for an Administrative Aide III for the Campus Dean’s office. The work schedule is Monday - Friday 8:30 am – 5:00 pm. This is a Non-Bargaining, Non-exempt, Grade 23 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 currently eligible for telework 1 day a week. This eligibility is subject to change based on the needs of the unit. Duties include but are not limited to: Coordinates the administrative, technical, and secretarial functions of the organization, including determining proper workflow, setting priorities, establishing filing and record keeping systems, etc. and ensures compliance with established policies and procedures regarding office services, College protocols, and administrative requirements. Prioritizes responses, routes and maintains controls as it relates to general administrative duties that consist of answering phones, opening and routing mail, typing and creating various communications (e.g., correspondences, flyers, letters, syllabi, tests, and/or reports) by typing from draft documents and, calls and walk-ins. Provides direct administrative, technical, and secretarial functions: manages and maintains supervisor's schedule and calendar to include setting up meetings, making room reservations, etc.; maintains and researches information contained in manual and/or automated financial, accounting, personnel and other administrative and management files and records, ensuring confidentiality where appropriate; prepares complex forms, listings, informational and statistical reports, memos, reports and documents, ensuring data is formatted appropriately after determining required data and gathering, receiving, and compiling data from several sources and verifying the accuracy of the information; participates in meetings, takes summary notes and distributes notes and minutes, follows up on decisions and actions taken at meetings and represents the office and academic or administrative unit management at committee meetings, work groups, etc. 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; assists in preparing and monitoring a budget by compiling budgetary information from divisions or work units, drafting the budget, entering information into the appropriate account, and generating reports for the supervisor’s review. Assists students and staff with computer workstations; submit and track trouble tickets for IT assistance; may perform hardware/software assessment and make recommendations. May manage vendor contracts for building maintenance; communicate facility issues and coordinate and schedule all vendor deliveries. Provides lead supervision (i.e., training, responding to questions/concerns, evaluating work) to lower-level staff.

Requirements

High school diploma or GED including or supplemented by courses in word processing and office practices or 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.
At least five years of progressively responsible experience performing general office and secretarial duties involving customer service.

Responsibilities

Coordinates the administrative, technical, and secretarial functions of the organization, including determining proper workflow, setting priorities, establishing filing and record keeping systems, etc. and ensures compliance with established policies and procedures regarding office services, College protocols, and administrative requirements.
Prioritizes responses, routes and maintains controls as it relates to general administrative duties that consist of answering phones, opening and routing mail, typing and creating various communications (e.g., correspondences, flyers, letters, syllabi, tests, and/or reports) by typing from draft documents and, calls and walk-ins.
Provides direct administrative, technical, and secretarial functions: manages and maintains supervisor's schedule and calendar to include setting up meetings, making room reservations, etc.; maintains and researches information contained in manual and/or automated financial, accounting, personnel and other administrative and management files and records, ensuring confidentiality where appropriate; prepares complex forms, listings, informational and statistical reports, memos, reports and documents, ensuring data is formatted appropriately after determining required data and gathering, receiving, and compiling data from several sources and verifying the accuracy of the information; participates in meetings, takes summary notes and distributes notes and minutes, follows up on decisions and actions taken at meetings and represents the office and academic or administrative unit management at committee meetings, work groups, etc.
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
Assists in preparing and monitoring a budget by compiling budgetary information from divisions or work units, drafting the budget, entering information into the appropriate account, and generating reports for the supervisor’s review.
Assists students and staff with computer workstations; submit and track trouble tickets for IT assistance; may perform hardware/software assessment and make recommendations.
May manage vendor contracts for building maintenance; communicate facility issues and coordinate and schedule all vendor deliveries.
Provides lead supervision (i.e., training, responding to questions/concerns, evaluating work) to lower-level staff.