Assistant III, Student Services

PURPOSE AND SCOPE:

Under general supervision, performs standard and some advanced administrative duties. Generally reports to multiple individuals, or may report to a Department/Division Head.  Basic duties may include receiving and logging information, making copies, sorting and distributing mail, preparing correspondence or basic documents, answering routine questions and inquiries, providing information and directions, and contributing to a service-oriented environment.

ESSENTIAL JOB FUNCTIONS:

• Operates a variety of office equipment, such as a personal computer, printer, photocopier, transcriber, facsimile, scanner, or calculator. Progressively utilizes the features of one or more standard business software packages up to the following skill level:

  Word Processing: Performs sorts and merges, prints mass mailings, selects font attributes and changes

  Spreadsheets: Designs routine spreadsheets, sets up routine formulas, and prints desired sections

  Database: Sets up new database files and recommends screen improvements

• Reads mail, highlights action or important items, and attaches relevant files or information for manager’s review.

• Screens calls for managers and responds to routine questions.

• Regularly gathers routine oral information from (or makes oral requests of) other administrative, maintenance, or clerical employees and/or outside vendors, customers, or the public.

• Makes routine travel arrangements and schedules tentative appointments and group meetings at the direction of the manager.

• Coordinates with internal and external sources to accomplish activities of limited complexity, such as obtaining bids for outside printing, office equipment, or supplies; selecting menus and arranging for room setup for local, off-site group meetings; and arranging for hotel accommodations for group visitors.

• May be responsible for cash or negotiable instruments, confidential records or reports, or departmental equipment.

• May collect data and perform simple mathematical calculations.

KNOWLEDGE, SKILLS, EXPERIENCE:

Required:

• High school diploma; Associate’s degree preferred, or equivalent combination of education and experience.
• Three + years’ progressively responsible secretarial experience.
• College level oral and written communication skills are essential.
• Requires the ability to utilize computer technology to access data, maintain records, and generate reports.
• Must be proficient in word processing, spreadsheets, and database management.
• Position requires excellent planning and organizational skills.
• Ability to perform multiple tasks simultaneously.
• Require above average interpersonal and communication skills.
• Ability to handle basic mathematical calculations.
• Confidentiality very important.