The Administrative Assistant performs a variety of moderate to complex administrative and clerical duties in the efficient operation of an administrative or academic capacity of the college. The Administrative Assistant is responsible to the Coordinator of the Police Academy.
DUTIES & RESPONSIBILITIES:
- Assists Police Academy and Workforce Education Coordinators in scheduling Continuing Education classes, processing new hire paperwork, generating instructor contracts and course proposals.
- Utilizes a computer and various software programs to perform tasks including but not limited to reports, contracts, minutes, proposals and spreadsheets.
- Demonstrates the technical skills necessary to use a computer and various software programs to perform typing tasks including but not limited to reports, contracts, minutes, proposals and spreadsheets.
- Maintains current database of police agencies and student mailing/email addresses and performs marketing activities as directed.
- Assists callers, answers questions and provides complex information to all who seek Police Academy/Continuing Education assistance.
- Uses Colleague to enroll and register students, build classes and maintain pertinent College information.
- Generates regular monthly reports and special reports when directed; TCLEOSE, state, and college reports including but not limited to enrollment, budget, and contact hours.
- Coordinates with bookstore to have necessary instructional materials available for each class.
- Maintains an inventory of instructional supplies and reorders them as needed.
- Works some evenings and Saturdays to support Police Academy/Continuing Education programs.
- Pays invoices related to the Police Academy/Continuing Education programs and handles maintenance requests.
- Maintains and coordinates the Police Academy’s calendar as directed by the Police Academy Coordinator.
- Prepares correspondence and makes promotional flyers for all Police Academy/Continuing Education courses and assists the Coordinators in promoting all courses.
- Arranges training rooms and equipment for Police Academy/Continuing Education classes and provides instructors with contracts, rosters, evaluations, and certificates.
- Assists in coordination of training equipment with other departments; on campus and in the community.
- Processes incoming and outgoing mail.
- Tracks and ensures that office supplies are purchased and available.
- Coordinates and processes purchase orders, new budget requests and monitors expenses based upon budget allocation.
- Maintains student and course records for each Academy/course, files and updates information relating to activities within the office.
- Communicates with faculty, staff, students and public both in person and on the telephone in a courteous and helpful manner.
- Makes transportation and lodging reservations for professional travel and completes and submits all related forms.
- Responsible for screening potential work-studies, maintaining the student worker files, obtaining time sheets to track work-study hours and balance work-study budget for fiscal year.
- Performs other duties as assigned by the Coordinator of Workforce Education, Coordinator of the Police Academy and the Director of Continuing Education.
REQUIRED EDUCATIONAL BACKGROUND:
- Graduation from high school or equivalency.
- Will consider any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
- Associates degree.
- Two (2) years office or administrative experience.
- Currently possess a Texas Notary Public Commission or ability to obtain.
REQUIRED KNOWLEDGE AND SKILLS:
- Be service-oriented with the ability to pay attention to details in a fast-paced environment and be multi-task oriented.
- Ability to work effectively with the public and other departments and individuals.
- Proficient in word processing, spreadsheets, database management and use of business presentation software; prefer knowledge of Word, Excel, PowerPoint, and Access.
- Ability to use college computer system to enroll and register students and schedule Police Academy/Continuing Education courses.
- Thorough knowledge of modern office and business technology, equipment and procedures.
- Ability to speak and write effectively, analyze, edit, review and interpret complex material, and prepare error-free correspondence.
- Ability to acquire wide knowledge of college and departmental organizations and programs.
- Ability to develop thorough knowledge of college policies and procedures, especially Police Academy/Continuing Education programs, and ability to use that knowledge to respond appropriately.
- Ability to plan and supervise the work of others (work-study, part-time).
- Must be able to greet visitors to campus in a professional manner.
- Must be willing to adhere to variances in the working hours which are necessary to fulfill the responsibilities of the position.
- Physical demands: normal office activity of sitting, standing, walking and carrying.
- Environment/hazard demands: Pleasant working conditions.
- Normal ambulatory requirements: Ability to move in and around personal work space and to-and-from other areas of the office or building using wheelchair or other aid to attend meetings, deliver/retrieve materials, or other activities outside of personal work space.
- Normal speech/communication required: ability to communicate verbally with supervisors, co-workers and students to gather information and/or explain procedures.
- Normal cognitive requirements: ability to learn, remember, and integrate rules, policies, or practices guiding the performance of an activity.
- Normal or corrected reading vision required: ability to read with attention to detail.
- Lifting demands: may lift office equipment and supplies on occasion.
- Ability to comprehend and interpret college regulations and policies and apply to specific situations in accordance with established procedures.
- Thorough knowledge of the college policies and procedures and the ability to use that information in responding to various situations.
- Variances from regular working hours may be necessary to fulfill the responsibilities of the position.
- Busy working environment with numerous interruptions.
REPORTS TO: Coordinator of Police Academy
SALARY: $22,376.00 (This is a 12 month position to be paid over 12 months annually)
APPLICATION DEADLINE DATE: Open Until Filled