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Position Summary
The Administrative Assistant provides clerical, administrative, and operational support to the Chief of Police and the Police and Safety Department to ensure smooth and efficient office administration while successfully and professionally managing highly sensitive, confidential information.
Essential Job Duties- Coordinates daily office operations of the Police and Safety Department, provides clerical support, assists in routine correspondence, manages the office calendar, schedules appointments, orders supplies, makes travel arrangements, and maintains files.
- Documents and works closely with highly sensitive, policy-based, regulation-driven, and confidential information.
- Maintains positive working relationships with campus departments, students, and external stakeholders and quickly assesses a variety of complaints and unpredictable situations.
- Receives incoming non-emergency calls and mail, greets visitors.
- Identifies effective methods to improve work flow for the office and division.
- Composes correspondence for department.
- Maintains a high level of professionalism and confidentiality.
- Supports maintaining compliance with the annual security report, Daily Crime Log, and Clery crimes and fire log.
- Assists with staffing campus events where the Police and Safety Department are needed.
- Utilizes Maxient software in order to monitor incident reports, create cases and conducted analytical analysis of report types.
- Ensures timeline pay request processing and support budget development and reconciliation.
- Exhibits advanced skills in technology.
- Fulfill any other duties which job-related circumstances may demand.
Required Knowledge, Skills & Abilities- High school diploma.
- Three years of related experience.
- Ability to act independently and function as a member of a team.
- Ability to handle confidential material judiciously.
- Ability to maintain high level of customer service.
- Ability to follow and explain complex policies and procedures.
- Ability to communicate and use proper spelling, grammar, communication and proofreading skills.
- Accurate data entry skills.
- Ability to perform multiple tasks and remain calm during frequent interruptions and emergency situations.
- Ability to establish and maintain professional conduct and develop positive working relationships with other employees, students, and public.
- Willingness to work flexible hours, when needed.
Preferred Knowledge Skills & Abilities- Associate’s degree or equivalent.
Information Technology Abilities- Information Technology Abilities required:
- Ability to operate a personal computer using the Windows environment.
- Ability to use email.
- Ability to perform student information system and Records functions (Jenzabar, Documentum)
- Ability to perform basic Microsoft Office 365 components (MS Word, MS Excel, MS Power Point)
- Ability to utilize SharePoint, Teams and OneDrive, Google Forms, Microsoft Forms.
- Ability to learn and perform advances functions using Maxient conduct software.
Positions Supervised- None
Working Environment:- Indoors in a normal office environment with minimal exposure to temperature changes, noise, dust or chemicals.
- Normal college working hours, 40 hours per week, but adjustment of hours involving evening and/or weekend work may be required from time to time.
- A neat appearance and appropriate business-like apparel are required.
Physical:- Generally sedentary work involving sitting most of the time but will involve mobility within the office, and various campus sites.
- Input and access information-using computers.
- Ability to concentrate on assigned tasks and pay close attention to detail.
- May sit at a workstation for up to three (3) hours at a time.
- Must be able to carry supplies weighing up to 40 pounds and walk long distances.
Creative and Analytical Skills- Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
- Ability to devise or modify methods or processes to solve specific problems.
- Ability to determine when the problem is beyond the scope of the position and hand it off to the appropriate individual.
Language/Communication Skills- Effective telephone communication skills, including ability to obtain and provide information verbally.
- Ability to communicate effectively with a variety of people, including students and the general public.
- Ability to understand oral or written instructions, and to ask appropriate questions for clarification.
- Ability to read English in order to proofread and perform grammatical and spelling edits.
***CROWDER COLLEGE RESERVES THE RIGHT TO MODIFY, INTERPRET, OR APPLY THIS JOB DESCRIPTION IN ANY WAY THE INSTITUTION DESIRES. THIS JOB DESCRIPTION IN NO WAY IMPLIES THAT THESE ARE THE ONLY DUTIES, INCLUDING ESSENTIAL DUTIES, TO BE PERFORMED BY THE EMPLOYEE OCCUPYING THIS POSITION. THIS JOB DESCRIPTION IS NOT AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE. THE EMPLOYMENT RELATIONSHIP REMAINS “AT-WILL.” THE AFOREMENTIONED JOB REQUIREMENTS ARE SUBJECT TO CHANGE TO REASONABLY ACCOMMODATE QUALIFIED DISABLED INDIVIDUALS.
