499827
Grants Community College, New Mexico, United States
Staff
Staff Full-time
Closing at: May 29 2024 at 23:55 MDT Position Title: Admin Asst, Assc Employee Classification: Admin Asst,Assc College/Division: GRCC Grants CC Department: 950600-GRCC ADULT BASIC ED PGM Internal or External Search: External - Open to all applicants Location: Grants Community College Offsite Location (if applicable): Target Hourly/Salary Rate: $16.05 Appointment Full-time Equivalency: 1.0 Exempt or Non-Exempt: Non-Exempt Summary: NMSU Grants was established as a branch of New Mexico State University in 1968 through the cooperative efforts of New Mexico State University and Grants Municipal Schools. As a two-year branch community college, NMSU Grants serves the local communities in Cibola and McKinley counties, including the Pueblos of Acoma, Laguna, and Zuni, as well as Tohajiilee, San Mateo, San Rafael, Cubero, the City of Grants, and the Village of Milan. Classification Summary:
Under direct supervision, performs a variety of administrative and staff support duties for a specified unit/department, which require a range of skills and a knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents. Classification Standard Duties:
Establishes, maintains, processes, and updates files, records, certificates, and/or other documents. Performs basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities. Performs a wide variety of typing assignments which are sometimes confidential in nature. Operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials. Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules. Makes travel and lodging arrangements, either directly or through travel agencies. Orders, stocks, and distributes office supplies. Performs a range of staff and/or operational support activities. May serve as a liaison with other departments on basic administrative and/or operational matters. Sorts, screens, and distributes incoming and outgoing mail. Drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles, and operates a variety of office equipment. May instruct and oversee the activities of student employees performing the same type of work. Greets and directs visitors, as and when appropriate. Resolves routine administrative problems and answers inquiries concerning activities and operations of department/division; accepts, screens, and routes telephone calls; maintains log of inquiries as required. Performs miscellaneous job-related duties as assigned.
Required Education, Experience, Certification/License, Equivalency
Required Education: High School diploma or GED certificate.; Required Experience: One (1) years of experience related to the standard duties as outlined.; Equivalency: Completion of a post-secondary degree or certificate may substitute for years of experience.; Required Certification/License:
Knowledge, Skills and Abilities
KNOWLEDGE: Knowledge of administrative and clerical procedures. Knowledge of supplies, equipment, and/or services ordering and inventory control.; SKILLS: Skill in records maintenance; skill in the use of operating basic office equipment; word processing and/or data entry skills; organizing and coordinating skills; receptionist skills.; ABILITIES: Ability to perform simple accounting procedures. Ability to communicate effectively, both orally and in writing. Ability to maintain calendars and schedule appointments. Ability to understand and follow specific instructions and procedures; ability to maintain confidentiality of records and information. Ability to create, compose, and edit written materials.
Job Duties and Responsibilities
Under direct supervision works as a first point of contact for Adult Education students who may have questions about the Adult Education program, instruction, or testing. Establishes a rapport with students to ensure they feel welcome and comfortable attending AE classes and instruction. Establishes, maintains and processes student information to ensure compliance with outside stakeholders to include attendance input, recording scores and collecting data. Using a personal computer and Microsoft applications composes letters, creates and maintains spreadsheets and logs and scans documents. Participates in monthly database training and update sessions via Zoom and maintains student files. Greets and directs visitors and acts as a liaison for students who arrive to test, study or during onboarding. Establishes, maintains and processes files and protocols related to the efficient running of the department. Works with instructors to ensure needed study material is available for students. Performs a range of staff and operational activities and maintains confidentiality. Troubleshoots data issues with a variety of outside vendors. May instruct and oversee the activities of student employees. Other administrative duties as assigned.
Preferred Qualifications
Associate degree
Special Requirements of the Position Department Contact: Janie Gutierrez, , Contingent Upon Funding: Contingent upon external funding Bargaining Unit Eligibility: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME). Standard Work Schedule: Standard (M-F, 8-5) If Not a Standard Work Schedule:
Working Conditions and Physical Effort Environment: Work is normally performed in a typical interior/office work environment. Physical Effort: Light physical effort. Effort applies to no more than two (2) hours per day. Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking. Risk: No or very limited exposure to physical risk.
