Administrative Jobs in Rockford, IL

Position Title : Administrative Assistant II

Department :    Early College (EAC)

Division : Workforce Development (WOD)

Employee Status :  Full-time

Position Type :   Support Staff Association (SSA-Union)

Grade : 8

Salary : ($17.73-$20.00 hourly)

FLSA : Non-exempt

ICCB Classification : Clerical

Issued : August

Revised : 2 / 26

Application Deadline : Monday, February 23,

Rock Valley College does not offer sponsorship for employment-based visas for this position now or in the future. Applicants must be currently authorized to work in the United States without the need for employer sponsorship.

Reporting Relationships Reports to :   Dean of Early College

Supervision Exercised : May supervise student workers.

Job Summary

Using independent judgment and minimal supervision, provide advanced clerical support involving multiple software databases. Must exercise advanced reasoning and mature critical and analytical thinking skills. Lead or direct all office support functions. Model excellent customer service to students, faculty, administration, staff and others through all methods of contact. Confidentiality and discretion are required. Must provide direct clerical support to the Dean of Early College as well as the Early College office.

Essential Duties and Responsibilities  include the following :

• Proficient in using all methods of telecommunications.
• Read and route incoming mail. Locate and attach appropriate file to correspondence to be answered by employer.
• Resolve inquiries, refer to appropriate departments and provide resource materials; maintain accurate knowledge of college-wide resources in order to respond to questions for both internal and external customers.
• Independently prepare correspondence, reports, and memos.
• Facilitate communication at all levels with sound judgment and skill. Excellent oral and written communication skills.
• Word process complex materials, editing for grammar and content. Proofread completed documents to check for errors and make corrections.
• Perform computations and routine statistical analysis regarding budgets, grants, financial processes and government reports.
• Organize and maintain electronic and paper filing systems, and file correspondence and other records.
• Coordinate schedules and make appointments for the department.
• Arrange and coordinate travel schedules and reservations.
• Prepare and monitor budgets and reports.
• Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record notes / minutes of meetings.
• Make copies of correspondence or other printed materials.
• Prepare outgoing mail and correspondence, including e-mail and faxes.
• Utilize comprehensive knowledge of all activities of college and office, and facilitate others, as appropriate.
• Order and maintain supplies, and arrange for equipment maintenance.
• Attend meetings as needed. Take minutes / notes as necessary / assigned.
• File, or code and arrange filing of, completed documents as well as purge files in accordance with statutory governmental regulations and / or college guidelines.
• Related duties may be assigned.
• Regular attendance required.

Specific Duties and Responsibilities

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and / or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications

Required Attributes

Ability to read, understand and express oneself clearly.

Ability to read and interpret documents such as faculty contract, policy manuals, and procedure manuals.

Ability to write routine reports and correspondence.

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Preferred Qualifications

Associate's degree or equivalent from two-year college or technical school.

Three years related experience

Work Environment

While performing the duties of this job, the employee regularly works in an office setting. This position is not eligible for remote work.

Physical Demands

Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job :

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.