Departmental Assistant

Under general supervision, the Departmental Assistant performs varied clerical duties.
Position requires knowledge of general office routine and procedures. The Departmental Assistant is dedicated to the learning college concepts by developing programs and facilitating activities that promote student success and lifelong learning.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Performs a variety of duties and takes on a variety of responsibilities that are specific to the office of assignment and that require knowledge of the procedures, functions, and software programs used by that office.

2. Maintains front-office management and maintains department organization, including filing, organizing, and updating correspondence and other records according to established file classification system(s).

3. Reads and routes incoming mail; locates and attaches appropriate file to correspondence to be answered by employer; prepares outgoing mail; and monitors the department’s email.

4. Composes, types, and sends emails, letters, and correspondence without supervision. Types memoranda, records from copy or rough draft following standard procedures as to composition, some of which may be confidential in nature.

5. May assist in compiling periodic reports or other departmental material on the basis of general instruction.

6. Answers telephone and assists callers or routes call to appropriate official or department and places outgoing calls without supervision.

7. May schedule appointments for supervisor and staff.

8. Greets visitors, ascertains nature of business, and refers visitors to supervisor or appropriate person or department.

9. Assists, corresponds, and interacts with students on a daily basis, including, serving as a liaison between students, parents, faculty, staff, and the department; referring them to the appropriate departments and resources, on and off campus; and providing technical assistance.

10. May record minutes of staff meetings.

11. Makes copies of correspondence or other printed matter.

12. May assist with department budget.

13. May assist student employees and department tutors as needed.

14. May schedule, administer, and/or proctor classroom and placement tests.

15. Oversees department equipment checkouts if needed.

16. Maintains the department’s database.

17. May represent the department at various campus events to connect students with department resources.

18. Performs related duties as assigned.