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SalaryDescription Summary
The Administrative Assistant for the Iowa Central Fuel Testing Laboratory facilitates the efficient operation of the assigned department by performing a variety of routine clerical and administrative tasks under direct supervision. This position is responsible for coordinating the receiving, documentation and dissemination of test samples to the appropriate laboratory personnel including initial follow-up with clients regarding test questions or discrepancies. The Administrative Assistant is also responsible for creating formal Certificates of Analysis which will include the calculation of payment for services and invoicing the client. The Coordinator reports to the Iowa Central Fuel Testing Laboratory Manager.
This is a continuous posting; applications will be reviewed as they are received, and interviews will be conducted as qualified applicants come in until the position is filled and may close early.
Examples of Duties
Constant (67-100%)
- Answer incoming calls, respond by telephone, email and/or personal contact to inquiries.
- Plan, schedule, and coordinate meetings including coordinating calendars.
- Welcomes and directs visitors and students.
- Manage various administrative matters of a confidential nature.
- Maintains filing systems as assigned.
- Retrieves information as requested from records, email, minutes and other related documents; prepares written summaries of data when needed.
- Responds to and resolves administrative inquiries and questions.
- Work collaboratively with faculty and staff across the College, as needed, in relation to projects, timeliness, documents, and meetings.
- Develop spreadsheets and databases to maintain information.
- Verify, proofread, edit, and draft a variety of documents (invoices, letters, reports, contracts, etc.).
- Maintains office supplies and coordinates maintenance of office equipment.
- Prepares agendas and schedules for meetings.
- Participate in appropriate committees and task forces as assigned.
- Research information and gather documents as requested by supervisor.
- Assist with preparation of travel arrangements for assigned supervisor for state, regional, and national conferences, and meetings.
- Perform other duties as assigned.
PERFORMANCE EXPECTATIONS:
- Be able and willing to represent Iowa Central Community College in a positive manner with prospective, former, and current students, clients, suppliers, and the community we serve.
- Must possess excellent customer service skills and proven ability to develop and sustain productive customer relationships.
- Must maintain discretion of sensitive and confidential information.
- Be able to record, summarize, and analyze data while making independent judgements and coordinating details in conjunction with the College and departmental policies and procedures.
- Must possess attention to detail and high level of accuracy.
- Must maintain discretion of sensitive and confidential information.
- Must possess excellent communication skills, both orally and in composition.
- Must possess strong human relation skills and get along with diverse personalities.
- Must demonstrate a high degree of flexibility and be willing to work beyond normal work hours on occasion.
- Must exhibit ability to deal positively and effectively with deadlines.
- Must possess good organizational skills.
- Must exhibit ability to assume responsibility.
- Must possess excellent computer skills and willingness and desire to learn new computer programs and attend trainings.
Qualifications
High school diploma or equivalent and any combination of experience, education and demonstrated knowledge, skills, and abilities (KSA) needed to perform the job is required; Associate degree preferred. Must be able to multitask, communicate well, and handle situations in a professional manner. Organization skills necessary. Must be dependable and self-motivated. Administrative Assistance experience with knowledge of Microsoft Office programs and excellent composition capabilities.
Supplemental Information
GENERAL PHYSICAL ACTIVITIES WITH OR WITHOUT A REASONABLE ACCOMMODATION:
Position requires constant (67-100%) sitting in an office setting, walking to printer and copy machine, talking to and listening to persons over the phone and in person, keyboarding, viewing computer screen and other types of close visual work; frequent (34-66%) reaching, bending, getting up and down, and standing; and occasional (10-33%) lifting, carrying, driving to businesses to pick up or deliver.
The statements contained herein reflect general details as necessary to describe the essential job duties/responsibilities and performance expectations of the job, which should not be considered an all-inclusive listing of work requirements. Individual may perform other duties as assigned.
We offer a complete benefits package to full-time employees including medical, dental, retirement (IPERS or TIAA), life insurance (2x base salary up to $300,000), and long-term disability.
Our paid time off package includes holidays (7), vacation (15 days), personal days (16 hours), volunteer leave (8 hours) and sick leave (120) hours. The leaves listed are annual and some of the leave benefits may be prorated based on date of hire.
In addition, we offer several voluntary benefits including: vision, supplemental employee, spouse and children life insurance, flexible spending accounts, and 403b retirement savings.
