Administrative Assistant College of Southern Idaho Twin Falls
College of Southern Idaho
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 :
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.