Administrative assistant

General Statement of Job

Under general supervision, provides administrative, secretarial, and clerical support to the Occupational Extension Department of the Continuing Education Division of Pitt Community College.

Provides assistance to students and instructors in a variety of areas. Reports to the Director of Law Enforcement Training.

Essential Job Functions

Provides students with general information about Pitt Community College and specific information regarding the Law Enforcement Training Department of the Public Services & Fine Arts Division of the College.

Responds to questions / inquiries by students and assists same in completing paperwork and with a variety of other needs.

Receives visitors in the office and answers the telephone; handles calls, takes messages, or directs calls as appropriate.

Performs various clerical / secretarial duties in support of the Director and the Department including typing letters, memos, reports, course outlines, handouts, advertising copy, brochures, mailing lists, etc.

encoding registration and other information into computer; extracting computer information to generate statistical documents, reports, etc.

copying documents; picking up and distributing mail; maintaining and organizing office files; scheduling appointments, etc.

Disseminates information / materials to students, staff, and instructors.

Schedules classes

Collects and processes class registration forms, class rosters, and fees from instructors; also prepares processes third party billings / invoices.

Sets up class files with registration forms, attendance sheets, etc. Verifies all information for accuracy. Makes changes as needed.

Performs a variety of duties in support of the instructors including assembling instructor packets to include contracts, registration forms, rosters, course plan, evaluations, and attendance sheets;

preparing and distributing needed materials and forms for instructors; etc. Coordinates with instructors to determine class needs.

Performs a variety of personnel-related duties including collecting and processing contracts from instructors; prepare payroll sheet;

travel, supplies and materials, etc.; and informing instructors of various aspects of program policies and procedures; etc.

Participates in workshops, seminars, and other staff development activities. Serves on assigned special committees and projects.

Operates and maintains a variety of standard office machines and equipment including computer, copier, calculator, etc.

Extracts computer information to generate statistical documents, reports, etc. Assists with registration as and where needed.

Familiarity and experience with online Learning Management System(s) (Moodle, Blackboard, and WebEx) preferred.

Qualifications or Standards

Associate degree in business, secretarial science, or a related field and three years of secretarial experience; or any equivalent combination of education and experience which provides the required skills, knowledge, and abilities.

Minimum Training and Experience

Physical Requirements : Must be physically able to operate a variety of automated office machines including copier, computer, etc.

Must be physically able to exert up to ten pounds of force occasionally and / or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

Position involves mostly sedentary work which requires sitting most of the time, but may involve walking, standing, or stooping for brief periods of time.

Must be able to lift and / or carry weights of approximately twenty pounds.

Data Conception : Requires the ability to compare and / or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

Interpersonal Communication : Requires the ability of speaking and / or signaling people to convey or exchange information.

Includes the giving of instructions to students, instructors, the general public, etc. Includes the receiving of information and instructions from supervisor.

Language Ability : Requires the ability to read a variety of documents and reports. Requires the ability to prepare and / or types documents and reports such as course outlines, memos, requisitions, personnel records / reports, and general letters of correspondence, etc.

using the proper format, punctuation, spelling and grammar. Requires the ability to communicate with co-workers, supervisor, other staff members, students, instructors, etc.

with poise, voice control, and confidence.

Intelligence : Has the ability to apply rational systems such as computer operations, secretarial science, etc., in order to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists;

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

Verbal Aptitude : Requires the ability to record and deliver information and to follow verbal and written instructions.

Numerical Aptitude : Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide;

determine percentages and decimals; and determine time and weight.

Form / Spatial Aptitude : Requires the ability to inspect items for proper length, width and shape.

Motor Coordination : Requires the ability to coordinate hands and eyes in utilizing automated office equipment.

Manual Dexterity : Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have moderate levels of eye / hand / foot coordination.

Color Discrimination : Requires the ability to differentiate colors and shades of color.

Interpersonal Temperament : Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.

Physical Communication : Requires the ability to talk and / or hear (talking - expressing or exchanging ideas by means of spoken words;

hearing - perceiving nature of sounds by ear.)

Pitt Community College provides a wide variety of benefits available to full time employees. These benefits include : health, dental, vision, life insurance, optional life and disability insurance plans, flexible spending account for health care / dependent care, NC State Retirement, and a deferred compensation program (401K, 457, 529).

Click here to learn more about the 2021 State Health Plan Options.

Pitt Community College also offers leave based on years of service (vacation, sick, FMLA) in addition to paid holidays and longevity.

Pitt Community College provides a comprehensive Employee Assistance Program (EAP) through McLaughlin-Young Group. Employees and eligible dependents are provided up to three counseling sessions per year, per topic.

In addition the EAP offers individualized online resources for work-life balance.

Pitt Community College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Last updated : 2024-05-17

Salary : $16