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Administrative Assistant III
Elgin Community College | Elgin, Illinois
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Job Description

1. Perform a variety of administrative and clerical duties to department dean or other department staff, including, but not limited to:

a. Collect and prepare information for reports, proposals, documents, etc. Receive, sort, file and retrieve documents, exercising discretion when working with confidential information.

b. Research and process documents to update and maintain files/records.

c. Establish and maintain filing systems.

d. Compose, format and type routine correspondence, reports and other documents.

e. Verify discrepancies and make corrections.

f. Coordinate office and departmental activities.

g. Coordinate calendars, schedules, training, travel arrangements, meetings and special events.

h. Post information on college intranet and other electronic communication systems.

i. Greet and assist office/department visitors.

j. Answer and route telephone calls.

k. Enter and retrieve data and information from computer systems and software applications.

l. Disseminate information.

m. Assist with projects that are central to the operation of the department/office.

n. Order office and program supplies, including arranging for equipment maintenance.

2. Responsible for departmental accounting, including, but not limited to:

a. Process requisitions for accounts payable.

b. Initiate budget transfers.

c. Monitor department budget accounts.

d. Generate budget reports.

e. Track general ledger accounts.

f. Address payment inquiries.

g. May reconcile department purchasing card expenses.

3. Maintain working knowledge of various college departments and provide information to staff, instructors and students as needed.

Essential Responsibilities Continued:

Other Responsibilities:

1. Assist in the review and monitoring of leave requests, timesheet submission, and other human resources/payroll-related activities.

2. Orient, train or back up other clerical workers in the office or department.

3. May assist in inputting the division's course offerings each semester into the college's enterprise-wide database system (e.g. Datatel), maintain changes/updates, coordinate faculty contracts and resolve room conflicts.

4. May order and distribute textbooks and supplemental materials for faculty.

5. May assist in maintaining division course outlines using the college's curriculum management software.

6. Perform other job-related duties as assigned which pertain to the job description.

Work Relationships:

Does Not Supervise

Physical Demands:

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Position requires close visual acuity to perform activities (i.e. preparing/analyzing data and figures; transcribing; viewing a computer monitor; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines; using measurement devices; and/or assembly or fabrication parts at distances close to the eyes).

Moderate noise.

Typical office or administrative conditions (i.e. not substantially exposed to adverse environmental conditions).

Working Environment:


Required Qualifications:

1. Associate's degree (AA) or equivalent from two-year college or technical school; or equivalent combination of education and/or experience.

2. Proficiency in Microsoft Office software (Word, Excel and Outlook) and use of the Internet. .

3. The ability to create a welcoming environment and relate easily to individuals of diverse backgrounds.

4. Keyboarding

Desired Qualifications:

1. Previous experience using databases, including enterprise-wide databases (e.g. Datatel).

2. Type a minimum of 50 words per minute.

Special Instructions to Applicants:

Elgin Community College Support Staff of Elgin Community College Association (SSECCA) members that apply by 9/5/2018 and meet the posted minimum qualifications will receive full consideration.

This position is open until filled. This employment site is updated on a regular basis. The length of the recruitment and screening process may vary from position to position, depending upon a variety of factors. Should review of your qualifications result in a decision to pursue your candidacy, you will be contacted by phone or email.

Please refer to the Frequently Asked Questions document for information related to the ECC Hiring Process and Applicant Tracking System.

Testing Required:

Materials Required to Complete the Application Process for this Position:

Resume/Curriculum Vitae

Quicklink for Posting:


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For additional support, please visit http://peopleadminsupport.com/5-8/

Equal Access/Equal Opportunity Statement

Americans with Disabilities Act Compliance Statement

Diversity Statement

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