Administrative Assistant

BASIC FUNCTION

Provide and coordinate a wide variety of highly complex administrative support duties to the Dean of Enterprise and Economic Development in a combination of functional areas such as budget development and/or management, grant and contract proposal preparation, space, planning, and analysis, expenditure control, executive secretarial support, office management, public relations, personnel administration, records management and report preparation.

ESSENTIAL FUNCTIONSAct as a liaison on behalf of the Dean.  Represent the Dean within and outside the campus community.Make travel arrangements for the Dean, maintains itinerary records and completes final travel expense report.Represent the Dean and/or department goals and interests and provide and/or coordinate functions such as grant and contract proposal preparation.Hire, train, supervise, coach, and evaluate office staff.  Provide assistance in budget development for the department.  Provide the Dean with budget analysis, budget estimates, and revenue and expense tracking.Coordinate and schedule all meetings for the Dean.  Screen requests for meetings, schedule meetings, and maintain calendar.  Prepare materials required by the Dean for conferences and meetings and make room reservations as necessary.  Coordinate/schedule department meetings.Communicate with numerous departments to coordinate flow of documents and information in person or by telephone using good judgment and knowledge and interpretation of policies and procedures.Process administrative matters not requiring the immediate attention of the Dean.  Complete assigned projects independently.With delegated authority, interview and recommend the selection of applicants.  Conduct training, assign and schedule work.  Act upon leave requests.  Conduct annual performance evaluations. Recommend disciplinary actions.Manage and maintain department’s daily cash flow and ensure proper adherence to cashiering process.  Ensure proper documentation and issuance of official TCC receipt for all payments collected over the counter.  Maintain copies of daily cash receipts and deposit records (long sheet, TCC receipts, calculator tape and deposit slips).Verify, consolidate, and balance cash receipts.  Review cash tally reports from the lead cashier and process deposit form.Safeguard monies within assigned area of responsibility.Reconcile fiscal statements.  Prepare recurring fiscal reports.  Assist higher level staff with financial summary information.  Maintain the Contract Binder containing contracts/agreements, cover sheets, and invoices for documentation, billing, and audit verification.Maintain daily accounts receivables records for all contracts and grants within the department.Assist in a fiscal year closing of financial records.Act as Safety Officer for the department.

 

MINIMUM QUALIFICATIONS High School graduation or equivalent.Four full time years of experience as an administrative assistant or position with equivalent level of responsibility OR equivalent education/experience.Intermediate Word, Database, and Desktop Publishing skills.Experience using presentation software proficiency which includes the use of presentation software, such as PowerPoint, to create advanced presentations.Advanced Spreadsheet skills.Electronic Mail and Internet skills.

 

 

 

 

 

PREFERRED QUALIFICATIONSIntermediate Web page software proficiency.

· Graphic design software proficiency which includes the use of graphic design software, such as In-Design or PhotoShop, to design, create, and/or edit images.

 

CONDITION OF EMPLOYMENT

· Successfully pass a Washington State Criminal History Background Check.

 

THE SUCCESSFUL CANDIDATE MUST DEMONSTRATESkill in building and maintaining internal/external customer satisfaction.An appreciation of diversity and the benefits of a commitment to cultural awareness and sensitivity in the workplace.Ethics, integrity, and sound professional judgment.Tact and diplomacy in responding to difficult, stressful, or sensitive interpersonal situations in ways that reduce or minimize potential conflict and maintain good working relationships among internal and external customers.Independent judgment displaying balanced thinking that combines analysis, wisdom, experience, and perspective.Excellent verbal and written communication skills.Focus on results and desired outcomes and how best to achieve them.  Identifies what needs to be done and proactively takes appropriate action.Ability to consistently follow applicable fiscal guidelines, regulations, principles, and standards.Ability to maintain a high level of confidentiality.The ability to multi-task and use time management techniques to complete work within given time periods.

 

APPLICATION MATERIAL & PROCEDURES

Complete application packages must include the following: (Packages received that do not contain all of these materials may not be considered by the screening committee.)

 Tacoma Community College application. Cover letter that includes a statement indicating how your background and experience meets the qualifications for this position. Specifically, identify your experience in staff supervision, office management, and budget development and your experience and strategies used to function effectively in a high demand, fast paced environment.Resume

 

Application materials must be returned to the Human Resources Office, on or before 5:00 p.m. on May 6, 2008, or postmarked by the same date.

 

SELECTION PROCESS

Selected candidates will be invited for an interview and may be given skills assessments.

 

Terms of Employment

This is a full-time classified overtime exempt position scheduled to work Monday through Friday, 8:00am to 5:00pm.  Flexibility in scheduling is required to meet department needs.  Some evening and week-end hours required.  The salary range is $2,547 to $3,311 per month.  Tacoma Community College offers a generous benefits package to include: life, health, dental and long-term disability insurance, state retirement, vacation leave, sick leave and holiday pay.  A collective bargaining agreement exists and membership in the Washington Federation of State Employees or payment of a service fee is required within 30 calendar days of employment.  The layoff unit for this position is “WFSE Supervisory”.

 

 

 

 

 

Corrected or extended recruitment notices will be posted in the Human Resources office.

All documents submitted as part of the application package become the property of the College and will not be returned.

Tacoma Community College is a smoke-free/drug free environment.

All persons hired must verify their identity and eligibility to work in the United States.

Applicants with disabilities who require assistance with the recruitment process will be accommodated to the extent reasonably possible.

 

Tacoma Community College values diversity and is an Equal Opportunity Employer and Educator.

6501 S. 19th St. Bldg 18, Tacoma, WA 98466, 253-566-6024 or TDD 253-566-5319.

www.tacomacc.edu, email hr@tacomacc.edu