Administrative Assistant IV

Position Details

Posting Number AS172P Position Title Administrative Assistant IV Contract Length 12 months Class Summary

Provides a variety of administrative support duties in relation to a designated program in an assigned area.

Candidates Eligible to Apply Internal/External Position Type Non-Exempt Staff Employment Status Full Time Position Funding Type Regular
Minimum Education/Training/Experience

Minimum of forty-five (45) college credit hours. However, twenty-three (23) of the required forty-five (45) credit hours may be substituted with one and one-half (1-1/2) years directly related work experience. If work experience is used as a substitute for minimal educational requirement, then, it can not also be used to qualify for minimum work experience.
Three (3) years of experience in providing administrative support to multiple programs, as well as experience in working within an institution of higher education.

Preferred Education/Training/Experience

• Salon software, maintaining appointment book, receiving guests
• Purchasing, stocking, inventory
• Virtual software such as Teams and Zoom

Minimum Knowledge & Skills

Knowledge of:
• Business arithmetic;
• The use of specified computer applications involving the design and management of databases or spreadsheet files and the development of special report formats; Proficient in Excel and Microsoft
• Complex or technical office practices and procedures; record keeping practices;
• Applicable regulations, policies and statutes;
Skill in:
• Making accurate arithmetic calculations;
• Performing technical, specialized, complex, difficult or basic technical office support work;
• Operating standard office equipment; reading and explaining rules, policies and procedures;
• Compiling and summarizing information and preparing periodic or special reports;
• Organizing own work, setting priorities and meeting critical deadlines;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Preferred Knowledge & Skills

• Familiarity with Texas Department of Licensing and Regulation and the Cosmetology / Barbering industry.
• Salon software, maintaining appointment book, receiving guests
• Purchasing, stocking, inventory
• Virtual software such as Teams and Zoom
• Bilingual

Licensing/Certification Requirements

None required.

Job Duties

Performs specialized administrative support work related to planning, organizing and coordinating program activities.

Enters, edits and retrieves data and prepares periodic or special reports, using a computer system and following established formats and menus. Examples include adjunct instructor contracts; course schedules; product orders; building and equipment maintenance.

Serves as liaison between students, staff, the community and the College in relation to the program and its activities.

Arranges meetings by notifying attendees, reserving rooms and making lodging and/or meal arrangements.

Assists Department Chair and Program Coordinators and/or other departmental staff in accounting for program funds, performance standards, etc.

Assists in budget preparation and maintenance

Performs such office support activities as opening and distributing mail, processing outgoing mail, making travel arrangements and preparing requisitions.

Performs other duties of a similar nature or level.

Is responsible for the accounting of money taken in from client services and retail sales at The Salon. Balances deposits and keeps track of petty cash for the department.

Maintains the procedures for handling cash with in the department.

Explains procedure and rules for money handling to Adjunct instructors and helps in the training of students who handle money.

Maintains student files that contain sensitive information which requires the utmost of discretion.

Maintains files necessary for reporting to the state agency, TDLR .

Is responsible for opening the department each morning at 7:30 am, Monday – Friday.

Physical Requirements

Positions in this class typically require: stooping, crouching, reaching, standing, walking, fingering, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Attendance Required.

Minimum Salary Range $38,338 Mid Point Salary Range $47,923 Maximum Salary Range Posting Open Date 09/03/2020 Posting Close Date Posting Will Be Open Until Filled Yes Special Instructions to Applicant EEO Statement

College of the Mainland is an affirmative action/equal opportunity institution and does not discriminate on the basis of race, color, sex, age, national origin, religion, disability or veteran status.

College of the Mainland does not discriminate on the basis of disability in the recruitment and admission of students, the recruitment and employment of faculty and staff, and the operation of its programs and activities, as specified by federal laws and regulations within Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 and 1992.

Quick Link to Share for Direct Access to Posting http://jobs.com.edu/postings/2308 Supplemental Questions

Required fields are indicated with an asterisk (*).

1. How many years of Administrative support experience do you have?
   • 0-2
   • 3-5
   • 6-9
   • 10 or more
2. Do you have experience in working with detailed budgets?
   • Yes
   • No
3. Do you have at least 45 College credit hours?
   • yes
   • no

Documents Needed to Apply
Required Documents

1. Resume
2. Transcripts (1 of 3)

Optional Documents

1. Cover Letter
2. Letter of Recommendation