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Administrative & Office Specialist III

Company: Virginia State Government
Location: Danville
Posted on: November 15, 2019

Job Description:

Position InformationJob DescriptionDanville Community College seeks an organized and detail-oriented administrative assistant for the office of the Vice President of Finance and Administration. Under general supervision, the administrative assistant works in a collaborative team manner to provide clerical, organizational, financial and administrative support for the Vice President of Financial and Administrative Services and the college. This includes, but is not limited to, performing a variety of confidential and independent administrative duties, assisting in the coordination of general operations and special projects for the VP.Essential Duties:

  • Perform secretarial and administrative support duties to relieve the administrator of clerical and technical detail; perform multiple projects concurrently and meet fluctuating deadlines
  • Assist in coordinating, organizing, monitoring and processing workflow throughout the division or other units; work with administrator to establish and revise work priorities to assure the timely completion of assignments
  • Assist in coordinating communications between the administrator and other officials, staff, students, the public and external organizations and agencies; interpret information and policies and exchange information
  • Establish and maintain positive staff and public relations; receive telephone calls and greet office visitors; provide detailed information requiring judgment and knowledge of pertinent programs and functions
  • Perform office management duties as directed by the administrator
  • Format, type, proofread and distribute correspondence, reports, lists, summaries and other items to appropriate District offices, State agencies and other organizations
  • Establish and maintain records and inter-related filing systems containing financial, statistical and student information; maintain confidentiality of sensitive information as appropriate; create and maintain logs and other manual records as required
  • Perform routine to moderately complex purchasing related duties for the assigned area such as acquisition of equipment and supplies
  • Assist in maintaining calendars and in scheduling appointments, meetings and conferences for administrators; may arrange transportation and hotel accommodations and process required documentation
  • Arrange and attend meetings and conferences; prepare agendas and background materials; take and transcribe meeting minutes; compose and distribute minutes as appropriate
  • Facilitate communications between administrators, staff and outside agencies; interact and relay information regarding assigned areas
  • Operate standard office equipment and microcomputers proficiently; prepare correspondence, reports, lists and other documents using work processing, spreadsheet and other software applicationsMinimum Requirements:
    • An associate degree or equivalent combination of education and experience
    • Experience in office management or extensive background in a complex organizational setting
    • Proven record of exceptional working knowledge of Microsoft Office applications, specifically, Work, Excel and Power Point presentations
    • An individual who has well-developed interpersonal skills, is an effective communicator, both written and orally, can multi-task, has superior organizational abilities and computational skillsPreferred Requirements:
      • Knowledge of state and/or local government budgets and procurement and purchasing processes
      • Experience in maintaining a calendar of periodic reports and scheduling; handling confidential and sensitive information, prioritizing among multiple tasks and meeting established deadlines
      • Effective discretion in the handling of confidential information and sensitive materials
      • Highly advanced knowledge of office skills and exceptional professional conduct
      • Ability to reconcile monthly credit card statements, remind VP, Leadership Team and staff of renewals of MOUs, college agreements and other annual requirements
      • Assisting in the management of the VPs schedule and appointments
      • Coordinate travel arrangementsPhysical Demands:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
        • While performing the duties outlined in this classification, employees in this classification are regularly required to sit for long periods of time, use hands and finders to operate an electronic keyboard or other office machines, reach with hands and arms, stoop, kneel or crouch to file, speak clearly and distinctly to answer telephones and to provide information, and hear and understand voices over telephone and in person. Employees in this classification are frequently required to attend meetings or to pick up or deliver materials at other campus locations.
        • Employees assigned to this classification must regularly lift, carry and/or move objects weighing up to 10 pounds.
        • Specific vision abilities required for positions assigned to this classification include close vision (clear vision at 20 inches or less) and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus)Work Environment:The work environment characteristics describe here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work assigned to this classification is typically performed in an office environment. While performing the duties of this classification, the employee is regularly subjected to continual interruptions and must be able to maintain focus during stressful times.Application Process:Apply online at http://virginiajobs.peopleadmin.com/postings/168621Only applications submitted through this site will be accepted. Complete application packages must include 1) an online application; 2) cover letter of interest; 3) resume; 4) transcripts of all post-secondary work; and 5) names of three (3) professional references with current addresses and telephone numbers. All documentation must be uploaded in the application process. Incomplete application packages will not be accepted. Faxed or emailed applications and/or supplemental documents will not be accepted. Application review will begin November 25, 2019 and the position will remain open until filled.Danville Community College is committed to becoming a model higher education institution for diversity and inclusion and invites multicultural professionals from all backgrounds to contribute to its aspiration for building an inclusive community where everyone is given equal opportunity to reach their full potential. Employment will be contingent upon the results of a background check.Minimum QualificationsMinimum Requirements:
          • An associate degree or equivalent combination of education and experience
          • Experience in office management or extensive background in a complex organizational setting
          • Proven record of exceptional working knowledge of Microsoft Office applications, specifically, Work, Excel and Power Point presentations
          • An individual who has well-developed interpersonal skills, is an effective communicator, both written and orally, can multi-task, has superior organizational abilities and computational skillsPreferred QualificationsPreferred Requirements:
            • Knowledge of state and/or local government budgets and procurement and purchasing processes
            • Experience in maintaining a calendar of periodic reports and scheduling; handling confidential and sensitive information, prioritizing among multiple tasks and meeting established deadlines
            • Effective discretion in the handling of confidential information and sensitive materials
            • Highly advanced knowledge of office skills and exceptional professional conduct
            • Ability to reconcile monthly credit card statements, remind VP, Leadership Team and staff of renewals of MOUs, college agreements and other annual requirements
            • Assisting in the management of the VPs schedule and appointments
            • Coordinate travel arrangementsSpecial RequirementsApply online at http://virginiajobs.peopleadmin.com/postings/168621Only applications submitted through this site will be accepted. Complete application packages must include 1) an online application; 2) cover letter of interest; 3) resume; 4) transcripts of all post-secondary work; and 5) names of three (3) professional references with current addresses and telephone numbers. All documentation must be uploaded in the application process. Incomplete application packages will not be accepted. Faxed or emailed applications and/or supplemental documents will not be accepted. Application review will begin November 25, 2019 and the position will remain open until filled.Special Instructions to ApplicantsApply online at http://virginiajobs.peopleadmin.com/postings/168621Only applications submitted through this site will be accepted. Complete application packages must include 1) an online application; 2) cover letter of interest; 3) resume; 4) transcripts of all post-secondary work; and 5) names of three (3) professional references with current addresses and telephone numbers. All documentation must be uploaded in the application process. Incomplete application packages will not be accepted. Faxed or emailed applications and/or supplemental documents will not be accepted. Application review will begin November 25, 2019 and the position will remain open until filled.Contact InformationNameCharles ToothmanPhone434-797-6430Emailcharles.toothman@danville.eduWorking Title: Administrative & Office Specialist IIIRole Title: Admin and Office Spec III - 19013Job Open Date: 10/30/2019Open Until Filled: YesIs this position funded in whole or in part by the American Recovery & Reinvestment Act (Stimulus Package)?: NoHiring Range: Pay Band 3Agency: Danville Community College (279)Agency Website: www.danville.eduLocation: Danville - 590Position Number: 00052Job Posting Number: 1059426Type of Recruitment: General Public - GDoes this position have telework options?: NoBilingual/Multilingual Skill Requirement/Preference: NoJob Type: Full-Time (Salaried)Job Type Detail: Full-Time Salaried - Non-Faculty- FTS-1Pay Band: 03

Keywords: Virginia State Government, Danville , Administrative & Office Specialist III, Administration, Clerical , Danville, Virginia

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