Secretary, Transportation

Iowa Central Community College•Fort Dodge, IA

10d

About The Position

The Secretary, Transportation performs general secretarial and administrative responsibilities for assigned transportation courses, programs, buildings, and departments. The role handles telephone inquiries, student preregistration and registration-system entry, correspondence, mailings, student and Department of Transportation (DOT) files, course information, schedules, class materials, and reports. The secretary works with program coordinators, deans, associate deans, faculty, staff, students, and the public to support department operations and activities. The position maintains communication and information flow, prepares and edits documents, supports course and event administration, schedules classes and rooms, maintains records and supplies, and assists with office equipment. The employee is expected to represent Iowa Central Community College positively and work courteously and effectively with College personnel and community members. The work involves frequent interruptions and deadlines and requires organization, accuracy, collaboration, and sound judgment. Physical activities include sustained close visual work with computers and forms, keyboarding, listening and speaking, and sitting or standing for long periods. The position also involves walking within and between buildings in all seasons, routine office activities such as filing and copying, occasional lifting of up to 30 pounds, other bending and reaching movements, and travel by car to other centers or businesses.

Requirements

High school diploma or equivalent.
Working knowledge of Microsoft Office programs.
Strong computer skills for word processing, spreadsheets, presentations, and database information, using Microsoft Office and Google suites.
Ability or willingness to learn new computer software and hardware.
Ability to use a calculator to tabulate time and expense sheets.
Thorough knowledge of office methods and procedures, telephone techniques, and office equipment.
Correct English usage, spelling, grammar, punctuation, and arithmetic.
Ability to type at an acceptable level.
Strong organizational, collaborative, interpersonal, and communication skills.
Ability to work efficiently and accurately amid frequent interruptions and meet high-pressure deadlines.
Ability to get along with diverse personalities and deal courteously and effectively with College personnel and community members.
Ability to assume responsibility, handle problems effectively, and exercise good judgment in decision-making.
Must be extremely organized, have very good communication skills, and enjoy working with the public in a professional office environment.
Ability to lift up to 30 pounds occasionally, with or without reasonable accommodation.
Ability to perform close visual computer and form work, repetitive keyboarding, and prolonged sitting or standing, with or without reasonable accommodation.
Ability to walk between buildings in all seasons and perform routine office physical activities such as filing and copying, with or without reasonable accommodation.
Ability to kneel, crouch, reach, pull, push, stoop, and travel by car to other centers or businesses occasionally, with or without reasonable accommodation.

Responsibilities

Maintain effective and efficient communication and information flow through a variety of formats.
Prepare letters, minutes, requisitions, student information, and required reports.
Pick up and deliver mail twice daily for assigned buildings.
Review, revise, and edit content for consistency across platforms and publications.
Generate Department of Transportation reports.
Respond to direct inquiries about assigned courses and programs.
Build, edit, review, and maintain course information in College databases in cooperation with deans, associate deans, faculty, and staff.
Update promotional displays weekly in assigned buildings.
Copy or scan requisitions for equipment and supplies and maintain local archives.
Deliver printing requests to the Copy Center and retrieve completed materials.
Enter and update course section schedules in College databases and systems.
Prepare adjunct faculty folders and related documentation for Division Deans and Associate Deans.
Prepare items required for division and department events and activities.
Prepare and confirm electronic signatures on letters of understanding to adjunct faculty.
Schedule school bus in-service, STOP, motorcycle, moped, DUI, Driver Improvement, Drivers ED, and forklift classes.
Compile course packets and generate DOT testing sheets.
Order and maintain office-supply stock.
Participate in training opportunities.
Assist staff with copiers and printers; call for repairs, change toner, and order copier and printer supplies.
Maintain required staff and student information in databases.
Maintain current information on bulletin boards in assigned buildings.
Assist work-study students with assigned tasks when applicable.
Prepare minutes for advisory committee, division, and departmental meetings.
Maintain an accurate address list for current staff members.
Support Division activities with documents, assistance, and communication.
Schedule rooms for classes and track NEW STOP completers and certificates.
Represent Iowa Central Community College positively to prospective, former, and current students, clients, suppliers, and the community.
Perform other duties as assigned.