Administrative Support Assistant
About The Position
This is an 8-hour-per-day position with 184 paid days per year, assigned to support Bellaire Education Center, which follows a year-round “stretch” calendar. The starting hourly rate is $28.10, and the position is fully benefit eligible. The incumbent provides routine and non-routine administrative support to department offices and other staff. Work may include responding to student and staff inquiries; arranging meetings, trainings, and events; maintaining records and filing systems; preparing and distributing documents and correspondence; ordering supplies; monitoring processes and timelines; entering and maintaining information; and reviewing data. The position also supports correspondence, reports, records, databases, purchase orders, billing codes, office inventory, and program-related budget maintenance. Reception duties include greeting visitors, answering and directing calls, responding to information requests, following visitor security procedures, and notifying staff of arrivals. Routine clerical work includes coordinating mail and packages, scheduling, filing, faxing, copying, and printing. Other duties of a similar nature or level may be assigned.
Requirements
- High school diploma or equivalent (G.E.D.).
- Three years of administrative support experience.
- Knowledge of customer service principles; English language, grammar, and punctuation; mathematical concepts; recordkeeping and report preparation; filing; office procedures, methods, and equipment; confidentiality; applicable local, state, and federal laws, rules, and regulations; and computers and related software applications.
- Skill in providing customer service; maintaining records and files; processing information using established procedures; operating modern office equipment and computers with applicable software; and applying applicable laws, rules, and regulations.
- Communication and interpersonal skills sufficient to exchange or convey information and receive work direction.
Responsibilities
- Prepare, process, and distribute correspondence, reports, information, paperwork, invoices, forms, and other materials.
- Maintain records and databases, including staffing, student records, attendance management, timesheets, and employee files; prepare standard reports.
- Create purchase orders, assign and monitor billing codes, order and maintain office supplies, and potentially track spending and assist with program budget maintenance.
- Enter information into databases, spreadsheets, and other computer-based programs.
- Greet visitors, answer and direct telephone calls, respond to information requests, maintain visitor security procedures, logs, and badges, and notify staff of visitor arrivals.
- Coordinate and distribute mail and packages; schedule meetings, appointments, or activities; and perform filing, faxing, copying, and printing.
- Respond to student and staff inquiries and arrange meetings, trainings, or events.
- Create, organize, and maintain records, forms, and related documents; prepare, review, revise, and distribute standard documents and correspondence.
- Monitor assigned processes to ensure they follow timelines and guidelines, and perform basic quantitative and qualitative data review.
- Perform other duties of a similar nature or level.
Benefits
- Fully benefit eligible; the specific benefits are not detailed in the provided description.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
