Administrative Assistant - Physical Plant

El Paso Community College; El Paso (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

El Paso Community College in El Paso, TX, seeks an administrative support professional under general supervision in an office environment. In-person work on campus is an essential function.

You will perform moderate to complex duties such as composing correspondence, researching data, maintaining files, and coordinating meetings and travel.

The role includes supervising student workers, handling communications, and ensuring accurate financial and clerical tasks.

Qualifications

• Associate's degree and two (2) years of related experience or an equivalent combination of education and experience which demonstrates possession of the required knowledge, skills and abilities.
• Experience with Microsoft Office Suite.
• Effective telephone etiquette skills.
• Experience providing effective customer service.
• Effective oral and written communication skills.
• Effective organizational skills.
• Ability to handle confidential information.
• Must be able to maintain current social media websites.

Responsibilities

• Provide administrative support in an office environment with a variety of tasks.
• Compose and type routine correspondence; conduct research and compile reports.
• Organize and maintain confidential files and records; train student workers.
• Greet visitors, respond to questions, screen calls, and manage mail and emails.
• Assist with fiscal tasks: monitor expenditures, process requests, requisitions, transfers and journal entries.
• Order supplies and arrange equipment maintenance; coordinate meetings and travel.
• Prepare agendas, reserve facilities, record and transcribe minutes.

Skills

Microsoft Office Suite

Telephone etiquette

Customer service

Oral and written communication

Organizational skills

Confidential information handling

Social media management

Education

Associate's degree + 2 years related experience

Job description

Under general supervision, provide administrative support in an office environment with a variety of moderate to complex tasks and functional activities. In-person work on campus is an essential function of this position.

Perform moderate to complex administrative support duties to include composing and typing routine correspondence. Conduct research, compile and type statistical reports, and verify accuracy as required. Organize and maintain routine and confidential files, correspondence and other records. Provide work direction and training to student workers and part-time administrative support staff assigned to the office.

Greet visitors, respond to or refer questions, answer and screen telephone calls, schedule and arrange conference calls. Read, route, and respond to incoming and outgoing mail and correspondence, including e-mail and faxes.

Assist in performing fiscally related tasks to include monitoring of expenditures. Prepare and process check requests, purchase requisitions, budget transfers, and journal entries. Order and maintain supplies, and arrange for equipment maintenance.

Coordinate and arrange meetings, prepare agendas and materials, reserve and prepare facilities, and record and transcribe minutes of meetings. Arrange and coordinate travel schedules and reservations, including related expense reports.

Perform other related duties as assigned.

Required Qualifications:

1. Associate's Degree and two (2) years of related experience or an equivalent combination of education and experience which demonstrates possession of the required knowledge, skills and abilities. NOTE: A copy of the transcript reflecting this required education MUST be submitted for consideration and reflect completed coursework and degrees conferred. The candidate must be fully qualified for the position at the time of application.
2. Experience with Microsoft Office Suite.
3. Effective telephone etiquette skills.
4. Experience providing effective customer service.
5. Effective oral and written communication skills.
6. Effective organizational skills.
7. Ability to handle confidential information.
8. Must be able to maintain current social media websites.

Special Conditions:

1. This is a security-sensitive position as defined under the Texas Education Code, Section 51.215; the successful applicant will be required to undergo a criminal background check, as permitted and/or required by applicable law, and in accordance with the College’s policies and procedures.

The El Paso County Community College District does not discriminate on the basis of race, color, national origin, religion, sex, age, disability, and veteran status.

In accordance with federal law and as a condition of employment, the successful candidate must furnish documentation verifying employment authorization eligibility and identity before being employed.

Physical Requirements:

While performing the duties of this Job, the employee is regularly required to sit, use hands to handle or feel, and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk, stoop, kneel, crouch, or crawl. The employee must frequently lift and move up to 10 pounds and occasionally lift and move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.