Administrative Assistant II - Hospitality and Personal Services

$41,600 - $41,600/Yr

Central Piedmont Community College - Charlotte, NC

Part-time - Entry Level

Charlotte, NC

Educational Services

About the position

The Administrative Assistant II position in the Hospitality and Personal Services department is a full-time role that involves a variety of standard to moderately complex administrative and secretarial tasks. The primary function of this position is to support the department's daily operations by performing essential duties such as greeting and receiving visitors, answering phone calls, and providing detailed information regarding services and procedures. The role requires a proactive approach to managing inquiries and requests, ensuring that all communications are handled efficiently and effectively. In addition to front-line support, the Administrative Assistant II will be responsible for maintaining and updating the unit's files, managing computerized databases, and assisting in the budget process by monitoring expenditures and compiling information for budget requests. The position also involves inventory management, including monitoring supplies and preparing requisitions for ordering. The assistant will draft correspondence and memos for supervisor approval, proofread various materials, and create forms for departmental use. The role requires a strong emphasis on customer service, as the assistant will frequently interact with students, faculty, and staff, serving as an informational resource. The position also includes administrative tasks such as scheduling meetings, making travel arrangements, and processing time sheets and attendance reports. The Administrative Assistant II will provide clerical support for committees and special projects, ensuring that all tasks are completed accurately and on time. Other duties may be assigned as needed, making this a dynamic and integral role within the department.

Responsibilities

• Answers phone and screens visitors; provides detailed information regarding services and explains procedures; provides advice; refers call to appropriate person if more information is needed; takes messages; responds to the more difficult inquiries and requests; serves as informational resource to staff.
• Creates and updates unit's files; purges inactive files; maintains unit's computerized databases.
• Assists in budget process by maintaining spreadsheets, monitoring budget, and compiling information for budget requests.
• Monitors inventory and supplies; prepares requisitions; orders supplies.
• Drafts a variety of correspondence and memos for supervisor's approval; types and proofreads manuals, books, and other materials; creates forms for Department use.
• Responds to complex inquiries and requests; serves as informational resource to staff.
• Creates contracts and rate schedules for instructors; coordinates payments; researches and resolves discrepancies.
• Receives data and checks for accuracy; enters into computer system; creates, updates, and maintains files and databases.
• Performs a variety of administrative tasks including scheduling and maintaining calendar, making travel arrangements, scheduling, and coordinating meetings, and processing time sheets and attendance reports.
• Provides clerical support for committees, special projects, and task forces.
• Other duties as assigned.

Requirements

• High School diploma or GED and vocational or business training beyond high school.
• Intermediate Microsoft Office skills to include word processing, spreadsheets, databases, and graphics.
• 2 years of office experience.

Nice-to-haves

• Knowledge of standard office procedures and equipment.
• Knowledge of computer and office applications.
• Writing and proofreading skills.
• Strong customer service/communication skills.
• Ability to work with the public and with individuals from diverse backgrounds.