Description/Job Summary

The Administrative Assistant coordinates office services such as purchasing, records control, and other administrative activities; interprets operating policies; and exercises independent judgment in resolution of administrative problems. The position supports the development of regular and ad-hoc reports and may perform duties of a sensitive and confidential nature. The position also provides direct secretarial support such as appointments, correspondence, data compilation and filing. The Administrative Assistant is also responsible to provide customer-oriented quality service to the students, faculty, staff and guests of Baltimore City Community College displaying exceptional organization, professionalism, communications and attention to detail.

Responsibilities/Duties

• Uses established systems (i.e. software) to organize and efficiently keep track of information, data, time, and resources;

• Provides quality service, information and assistance to employees, students and visitors;

• Manages reception area, print/copy/fax stations and conference rooms;

• Performs varied office support duties including typing, faxing, photocopying, filing and mailing;

• Maintains office equipment, common areas and office supplies;

• Prepares outgoing mail and distributes incoming mail;

• Establishes and maintains effective working relationships with other employees, students, visitors and all members of the general public;

• Listens actively and responds to inquiries or concerns in order to comprehend and assess needs, provide assistance, resolve problems and satisfy expectations;

• Composes letters and memoranda for signature;

• Ensures accuracy of written communications by reviewing for typographical errors, formatting and internal consistency;

• Greets visitors, answers phones and responds to inquiries or directs callers and guests to appropriate staff;

• Assumes ownership of service issues and works within scope of authority and appropriate guidelines and resources to meet needs and resolve problems;

• Personally follows through to ensure that all problems, questions, or complaints are resolved;

• Addresses disgruntled customers' problems with courtesy, tact and professionalism;

• Seeks out customer input to better understand their needs and develops ideas for how to meet those needs;

• Maintains and continuously develops a working knowledge of the services, operations and/or functions of the department/ work unit in order to provide accurate information and assistance to the customer;

• Promptly responds to requests and inquiries with accuracy and courtesy;

• Suggests changes to enhance service and assists in the implementation of improvements;

• Engages in ongoing professional development to remain abreast of quality service best practices, trends, methods and principles;

• Considers the impact on external or internal parties when taking action or carrying out one's own job responsibilities;

• Develops and/or implements service and process improvements;

• Works to develop and maintain positive working relationships with co-workers, customers and students;

• Ensures quality, accuracy, and completeness of work activities and products;

• Plans activities in advance to insure that all assignments are completed in a timely and quality manner;

• Checks, and rechecks work for mistakes before distribution;

• Follows established procedures to ensure consistency, accuracy and completeness of work products and activities;

• Compares finished work to established expectations and standards;

• Performs routine or repetitious tasks with care and attention;

• Reviews work carefully for completeness and accuracy;

• Other related duties as assigned.

Required Qualifications

Minimum Qualifications:

• High School diploma

• Five years clerical/ administrative experience in complex office environment

• Five years experience preparing reports, writing memos, and formulating spreadsheets using Microsoft Office.