Administrative Assistant College of Southern Idaho Twin Falls

Title Administrative Assistant
Date 2020
Company College of Southern Idaho
City Twin Falls

Short Description :

Using knowledge of business telephone procedures and etiquette This position is responsible to provide reception, data entry and processing, and general office organizational support Maintains efficient and organized electronic and/or hard copy filing systems, creating, ,…

Full Description :

POSITION PURPOSE

This position performs a wide variety of office support functions using independent judgment in applying existing policies and procedures to complete assignments. This position is responsible to provide reception, data entry and processing, and general office organizational support.

ESSENTIAL FUNCTIONS (In order of importance/time)

  • Receives E-mails, answers the telephone, receives office visitors using knowledge of business telephone procedures and etiquette
  • Handles routine inquiries and directs individuals to appropriate resources; takes clear and concise messages
  • Performs work requiring knowledge of the organization or program to verify documents for completeness, accuracy, and to determine compliance with department procedures
  • Prepares, duplicates and distributes department correspondence and mailings, compiles data and reports
  • Maintains efficient and organized electronic and/or hard copy filing systems, creating, classifying, sorting, filing, and retrieving documents
  • Makes, confirms, and cancels appointments; makes meeting and travel arrangements
  • Schedules and attends meetings and other events as assigned; prepares and distributes meeting minutes and other necessary materials; setup off-site events; schedules room use; arranges catering needs with food service and tracks attendance and participation.
  • Receives and routes daily incoming and outgoing mail; receives and sends E-mail; assists with bulk mailings
  • Maintains, inventories, orders and purchases office supplies and equipment as authorized
  • Handles complaints and problems courteously and effectively
  • Performs additional related duties as assigned by immediate supervisor

UNIQUE FUNCTIONS (Leads or supervises, fiscal accountabilities, technical responsibilities, problem solving, decision making duties, works independently, takes lead on projects, etc.)

  • May be required to report to, prioritize, and collaborate the activities of two or more departments.
  • Assists in developing marketing and promotional materials
  • Maintains record keeping, such as budget materials
  • Knowledge and ability to apply business functions and principles
  • Supervises work-study students by assigning work, prioritizing tasks, and ensuring task completion

SPECIFIC SKILLS REQUIRED

  • Able to maintain confidentiality with all matters
  • Able to comply to the Idaho SBDC Conflict of Interest agreement
  • Organization skills to work within prioritize needs
  • Excellent interpersonal communication and public relations skills to meet people courteously and to work with all ages and socioeconomic groups
  • A strong service orientation or desire to meet people's needs, handle challenging situations and provide customer service and promote teamwork within the department, the college and community.
  • Good judgment and professionalism in dealing with pressures and meeting deadlines
  • Ability to listen, take directions, and communicate effectively both verbally and in writing
  • Ability to attend to detail and follow directions with thoroughness and accuracy
  • Self-motivation to take assignments and carry them through from initial stages to completion
  • Ability to evolve with changing technology, software, and electronic data handling
  • Maintains a professional atmosphere in the work area
  • Flexibility and a willingness to attend and receive additional training to improve skills
  • Has respect for the opinions of others and behaves in such a way as to ensure an atmosphere of respect and trust

TECHNICAL EXPERTISE REQUIRED

  • Demonstrated ability in business communications, including proper business English usage, composition, punctuation, and spelling
  • Proficiency in appropriate computer software including Microsoft Office, e-mail, telephone skills, and other related office systems
  • Experience using basic math skills
  • Some knowledge or experience in supervision
  • Some knowledge of budget processes
  • Experience in marketing and publications

EDUCATION / TRAINING REQUIRED

In addition to skills normally acquired through completion of a high school education or equivalency, must possess specialized office support knowledge and training which may be obtained through training or equivalent working experience. Associate degree preferred.

WORK SCHEDULE AND CONDITIONS (Include any variations, split shifts, on-call status, and/or rotations, and environment)

General office environment in a heavily active area. May be required to come in early or stay late during critical times or work Saturdays when necessary.

Required Skills
Required Experience

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