Disability Support Services Administrative Assistant

Salary : $41,808.00 - $56,430.40 Annually
Location : La Plata, MD
Job Type: Full-Time
Job Number: FY24-55
CSM Division: Division of Student Equity and Success
CSM Department:Disability Support Services
Opening Date: 11/13/2023
Position Summary
Located 45 minutes from the Nation's Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) is a two-time Aspen Award-winning institution (top 15% of Community Colleges) with academic programs in over 100 disciplines. CSM is among America's top 100 producers of Minority Associate Degrees in twenty categories, according to Diverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.
The individual in this position manages office and serves as the focal point for contact with students, faculty, other Divisions, vendors, and public. Provides callers/visitors with accurate data in response to their requests or directs calls to appropriate person. Initiates action to obtain needed data and provide advice to callers/visitors. Follows up to ensure customer needs are met. The incumbent assists in all functional areas of the department, as needed: departmental development, HRIS, employee relations, training and development, benefits, compensation, organization development, executive administration, and employment.
The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students. The final candidate for this position will be subject to the following background checks: Criminal History Check and Sex Offender Registry Check.
This position is open until filled. The College of Southern Maryland is an Equal Opportunity Employer.
Specific Duties and Responsibilities

• Supervises the office that serves as the focal point of the department and the first point of contact for the Disability Support Services
• Monitors the cost center budget records for the department and reconciles monthly expenses. Supports the Administrative needs of the department staff, types, proofs reports, letters, memos, and forms.
• Assists in ensuring that all college programs, services and activities are accessible and in compliance with ADAAA, Section 504, Section 508 and all pertinent federal and state laws pertaining to disability.
• Conducts initial intake and schedule follow up appointments with the ADA Coordinator and Disability Support Services Coordinator for individuals seeking services.
• Assist staff in coordinating auxiliary aids and services such as scribes and interpreters for individuals with disabilities at the various campuses.
• Responsible for handling and distribution of incoming and outgoing mail. Maintains time sheets for Scribes, Interpreters and other temp staff.
• Enters student's data into DSS data base.
• Assists in creating and maintain accurate student files.
• Responsible for scheduling rooms for transition events at the La Plata campus
• Assists the director with the development of the yearly budget for all campuses (La Plata, Hughesville Regional campus, Leonardtown, Prince Frederick, Waldorf and the Velocity Center.
• Prepares purchase orders and requisition documentation.
• Responsible for ordering office supplies for the DSS Department including general office and printer supplies for all campuses.
• Assists staff in the planning and coordination of departmental meetings and conferences.
• Maintains printer supplies.
• Assists with programs such as On Boarding, Try College for a Day, Empowering Students to Achieve (ESTA), Transition Expo, Transition Breakfast and all programs sponsored by the DSS office group.
• Ensures that all new hire paper work is in order for HRD
• Contacts Facilities and the Help Desk with necessary work orders.
• Assists with the annual data collection for the state and Federal government Assists in researching text books in Alternate Format.
• Monitors student demographic information at the time of data entry, reporting discrepancies to the proper college department.
• Takes a leading role in ensuring new Scribes are trained and all new hire paper work is completed.
• Serves as recorder for departmental meetings as requested.
• Prepares security and key request forms for staff.
• Maintains and updates departmental information for the college.
• Maintains department furniture inventory and prepares transfer of equipment and dispositions of equipment forms.
• Reviews all contract payments (interpreters etc.).

Additional Duties:

• Performs other related work as required.

Minimum Education and Training

• Associates Degree with experience in Disability Support Services preferred
• Knowledge of the Federal and state law's pertaining to individuals with disabilities
• Three years office experience (preferred office manager experience) Experience in higher education
• Experience in the use of PC's (Word, PowerPoint, Excel) and databases (Access) Budgeting experience
• Be familiar with Assistive Technology such as Kurzweil Reader and JAWS
• Demonstrates ability to work in a team
• Excellent organizational skills
• Excellent communication skills
• Must be able to maintain confidentiality

Minimum Qualifications and Standards Required
Knowledge, Skills and Abilities:

• Ability to perform simple accounting procedures.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Records maintenance skills.
• Ability to communicate effectively, both orally and in writing.
• Ability to maintain calendars and schedule appointments.
• Ability to understand and follow specific instructions and procedures.
• Ability to maintain confidentiality of records and information.
• Word processing and/or data entry skills.
• Skill in the use of operating basic office equipment.
• Ability to create, compose, and edit written materials.
• Organizing and coordinating skills.
• Receptionist skills.

Physical Requirements:
The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly. Additionally, the following physical abilities are required:

• Handling: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Visual acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
• Hearing ability: sufficient to hold a conversation with other individuals both in person and over a telephone; and to hear recording on transcription device.
• Speaking ability: sufficient to communicate effectively with other individuals in person and over a telephone.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.