Professional Assistant III, Student Support Services

Summary

Essential Duties

• Maintains the departmental calendar to include official business, meetings, conferences, and other department events


• Processes applicable data utilizing the SAP system to include: employee data, payroll, purchasing, invoices and budget related information


• Answers telephone in a courteous and tactful manner and attempts to resolve complaints in a calm and courteous manner


• Monitors inventory of office supplies required for area of responsibility (e.g., photocopy supplies, office supplies, etc.) and orders additional materials as required within budget parameters


• Performs various clerical and secretarial support work associated with special projects such as conference and committee meeting planning


• Maintains highly confidential data utilized by the supervisor/department


• Receives and screens telephone calls, letters and/or visitors;


• Responds to requests and correspondence on own initiative and as directed by supervisor


• Compiles and assimilates information to prepare budgets for the District


• Identifies and provides solutions to routine business matters requiring minimum direction from the supervisor


• Prepares, types, and processes correspondence and other documents to ensure accuracy, completeness, and timeliness


• Creates, maintains, and manipulates data (e.g., spreadsheets, databases, graphics, etc.) to generate reports and to locate information found in documents, correspondence, etc


• Receives, sorts, and distributes department mail in an accurate and timely manner; Ensures that all mail received is forwarded to the appropriate person and/or destination;


• Collects and prepares outgoing mail for the department


• Maintains current contact list (e.g., phone numbers [office and cell], e-mail addresses, etc.) of all District personnel to ensure people are easily accessible for contact


• Schedules travel and maintain itineraries for employees within the department


• Schedules and maintains department’s conference room and classrooms ensuring proper equipment is available and set up as required/requested


• Coordinates arrangements for meetings, conferences, and travel through interaction with customers, suppliers, and employees on behalf of the supervisor


• Performs other duties as assigned by the appropriate administrator

Required Education

Certification/Licensure

Experience Qualifications

Knowledge/Skills/Abilities

Working Conditions

Physical Demands