Part-time Administrative Assistant

A Level 1 Fingerprint Clearance Card is required to work at Gila Community College.

Essential Functions

• Ability to perform general physical activities that require considerable use of arms, hands, and fingers to manipulate office equipment, machines, and materials. Some whole-body movement such as lifting, balancing, walking, stooping, carrying objects and handling materials may be required.
• Ability to operate and troubleshoot various office equipment including computers and other technological hardware in a safe and effective manner.
• Ability to provide effective assistance to College stakeholders in a variety of business environments requiring critical thinking, organization, and the use of inter-personal and communication skills in a professional manner.
• Functions/duties as listed in Procedure 5012.02 Employee Classification General Responsibilities.
• Additional position specific essential functions are listed below.

Level of Supervision or Independent Judgement

• Performs duties under medium supervision following procedures, instructions, directions, training, and experience gained.
• Independent decision making is needed to manage various responsibilities and provide effective assistance to high-level administrators and/or board members.

Duties and Responsibilities

Administrative Assistants are expected to perform any or all duties listed below in a safe, efficient, professional, and effective manner.

• Provide administrative support to ensure efficient operation of the office.
• Respond to phones, emails, and in-person questions/requests from College stakeholders.
• Prepare a variety of professional communications to include but not limited to memos, letters, reports, minutes, agendas, and other information/data media.
• Maintain filing systems, including electronic files, in an organized, secure, and efficient manner.
• Receive, sort, and distribute incoming and outgoing mail.
• Monitor, maintain, and order supplies.
• Coordinate and schedule travel, meetings, appointments, and events.
• Organize, plan, and prioritize work and workflows both individually and for administrators and co-workers as needed.
• Maintain confidentiality and security of information within the College.
• Develop and maintain the trust of administrators, board members, co-workers, and other College stakeholders by professionally fulfilling the responsibilities of the position and serving the best interests of the College.
• Develop constructive and cooperative working relationships with supervisors, co-workers, and other College stakeholders and provide professional assistance with administrative and business processes for high-level administrator(s) and others as needed.
• Maintain business environment/situational awareness to understand and respond effectively to all situations by providing appropriate assistance to College stakeholders as needed.
• Understand and follow College policies and procedures; assist others in understanding and following College policies and procedures.
• Assist others in the performance of business processes as needed.
• Perform similar duties not specifically listed as directed.

Qualifications and Education Requirements

• A combination of training, education, and experience in the various areas of responsibilities that will enable the employee to succeed.
• Ability to pass a background screening process and/or obtain a Level 1 Fingerprint Clearance Card is necessary.
• One year of direct experience with professional business office practices/procedures and productivity enhancing technologies and office equipment.
• Proficiency in Microsoft Office including Word, Outlook, and Excel.
• Possess excellent attention to detail skills including grammar, punctuation, spelling, and proofreading skills.
• Possess excellent verbal and written communication skills.
• Possess excellent interpersonal and customer service skills.

Preferred Skills

• Two or more years of direct experience within an office environment providing a wide range of professional assistance to administrative and/or executive level personnel.
• Proficiency in Microsoft Office PowerPoint.
• Proficiency in Microsoft Publisher and/or Adobe Acrobat.

Work EnvironmentDuties are performed in a typical office environment within generally climate-controlled structures. Exposure to moderate noise levels is anticipated. Exposure to moderate to heavy office traffic levels with possible frequent interruptions is anticipated. Substantial computer and/or electronic equipment use is expected. Operation of standard office equipment involves repetitive fine motor-skills. Travel may be required.