Qualified Assistant for Emergency Services Training Center

General Secretarial

• Performing basic clerical tasks.
• Sorting and routing incoming/ outgoing mail and correspondence.
• Operating basic office equipment such as photocopier, fax machine, typewriter, etc. competently.
• Receiving, screening, and placing telephone calls using proper etiquette.
• Processing timecards as required.
• Ordering materials and supplies following prescribed procedures.
• Operating a personal computer and peripherals competently.
• Typing documents from rough drafts or dictation at 40-45 words per minute with no mistakes.

Office Support

• Establishing and maintaining paper and electronic files.
• Arranging meetings and conferences with staff and the public.
• Making travel arrangements with hotels, airlines, and ground transportation entities.
• Preparing memos, letters, and other forms of correspondence as directed.
• Preparing and organizing handouts, directories, handbooks, etc. as directed.
• Proofing outgoing correspondence for spelling and grammar.
• Monitoring budget expenditures and balances as requested.

Word Processing/ Typing

• Creating, editing, and proofing a variety of documents accurately.
• Preparing minutes of meetings, agendas, lists, etc. from rough copy or dictation.
• Typing envelopes, labels, and forms.
• Using prescribed word processing software packages to prepare form letters.
• Proofreading documents with accuracy.
• Using special features and integration capabilities of the prescribed software packages.

Data Entry

• Entering basic alphanumeric data into a computer database software and verifying it for accuracy.
• Formatting data as directed.
• Creating reports from data, if required.
• Creating business graphics from data, if required.

Information Flow

• Ability to organize, sort, file, and retrieve information and correspondence.
• Handling mass mailings as directed.
• Handling priority mail, overnight mail and packages, etc.
• Communicating the manager's instructions to various individuals accurately.
• Furnishing or obtaining information from/for the manager with other managers accurately.
• Checking, creating, and/or sending e-mail communications with accuracy.
• Operating and transcribing voice messages from answering machines and similar voice mail devices.

Customer Service

• Greeting visitors, employees, and peers with a pleasant, professional disposition.
• Making coffee, serving refreshments and cleaning up after guests as necessary.
• Handling customer questions and problems in a timely, courteous manner.
• Handling all correspondence (oral, written, or electronic) with confidentiality.
• Relaying messages of visitors, employees, and peers in an accurate and timely fashion.
• Announcing visitors as appropriate.

Professional / Personal Development

• Participating in community college sponsored or endorsed professional/ personal development activities as requested.
• Pursuing professional development courses, seminars, workshops, and institutes designed to enrich and/or enhance the quality of secretarial support provided to the office and staff.

Other

• Providing facilities, scheduling and management support as requested.
• Providing office materials and supplies inventory support.
• Maintaining a neat, professional office environment/setting.
• Promoting Robeson Community College with local, state, regional, and national citizenry.
• Participating in staff meetings called to expedite the business of the college.
• Writing contracts for classes.
• Packaging tests and practical as necessary for certification classes.
• Delivering and recovering class packets, test packets and equipment to classes throughout the county as needed, sometimes after hours.
• Grading tests for certification classes.
• Communicating with the North Carolina Fire and Rescue Commission on a regular basis concerning student classes and transcripts.
• Maintaining up-to-date pay rate schedules for part-time instructors.
• Coordinating the Southeast Fire/ Rescue College each year to include typing booklet and preparing for statewide distribution through a publishing company; making motel reservations for instructors; organizing meals; overseeing staff during the weekend as they register students, collect fees, distribute test and practical packets, take attendance, etc.; computing instructor mileage and meals reimbursement; working overtime as needed to complete necessary duties related to the weekend.
• Remaining up to date on the rules and regulations of the Office of State Fire Marshall and follow those regulations in the day-to-day work environment.
• Performing any other duties as assigned.