Duties/Responsibilities

Percentage of Time

1. Provides secretarial and clerical support to the unit.

• Initiates, composes and accurately types correspondence and administrative documents according to established guidelines.

• Proofreads and edits documents for content, context, accuracy and consistency.

• Copies, distributes and files appropriate letters, memoranda, reports and other materials.

• Answers telephone and greets visitors in a courteous and efficient manner.

• Uses sound judgment and knowledge of the organization's policies and procedures to respond to questions, requests and needs.

• Monitors expenditures and ensures adherence to budgetary commitments in accordance with established policies and procedures.

• Utilizes a variety of software applications in the development or design of documents and visual aids to meet organization needs.

Maintains activity logs according to program/operation procedures

20%

2. Serves as a liaison between the program/administrative/technical operation and clients; determines the nature of client's business and provides appropriate information and assistance. Refers to appropriate personnel when necessary.

• Responds to questions, requests or needs based on specific knowledge of program or operation.

• Communicates accurate information to representatives in a courteous and professional manner.

• Obtains and provides information and assistance to resolve or facilitate the resolution of problems in a courteous manner.

• Communicates directives, assignments, messages and information clearly and accurately according to program/operation guidelines.

• Interviews clients to obtain information according to program/operation guidelines.

• Demonstrates a significant understanding of program/administrative/ technical operation, and accompanying rules and regulations in the resolution of questions, problems, etc.

10%

3. Conducts comprehensive clerical research using a variety of resources to generate reports and respond to requests.

• Collects/compiles information from individuals, reports, files, databases and other sources according to program/operation policies and procedures.

• Prepares and distributes data or reports to appropriate persons according to established program/operation guidelines.

• Contacts appropriate individuals for necessary information according to established guidelines.

• Reconciles data, reports, or forms for accuracy and compliance with program/operations procedures.

5%

4. Retrieves, screens, opens, and distributes incoming mail. Prepares for delivery and sends outgoing documents and other materials.

• Responds to mail items according to program/operation policies and procedures.

• Prepares and sends faxes, e-mail, and other communication according to program/operation procedures.

• Prepares and sends outgoing documents and other materials according to program/operation procedures.

• Retrieves and distributes incoming mail according to program/operation policies and procedures.

5%

5. Maintain filing and record-keeping systems.

• Establishes and maintains organized, accessible and current systems according to program/operation procedures.

• Classifies, sorts, files, transfers and/or retrieves documents according to program/operation procedures.

• Maintains confidentiality of records; releases information according to program/operation guidelines.

• Purges documents according to program/operation guidelines.

• Enters data into client information systems according to program/operation guidelines.

10%

6. Copies and distributes documents and other materials.

• Reviews materials for completeness and legibility prior to distribution. Corrects deficiencies.

• Prepares and distributes materials according to program/operation procedures.

• Maintains photocopy machine by clearing paper jams, replacing toner cartridges, and calling for repair when appropriate.

5%

7. Monitors use and maintains supplies for program/operational unit. May purchase materials from outside vendors.

• Monitors office supply needs on a regular basis.

• Orders supplies according to established policies and procedures.

• Prepares appropriate paperwork and forwards it to personnel for signature.

• Obtains bids for needed goods and services according to applicable policies and procedures.

Monitors vendor compliance with contract and notifies appropriate personnel of performance

10%

8. Performs a variety of secretarial duties for program or operation staff such as scheduling appointments, making travel arrangements, etc.

• Schedules appointments according to program/operation guidelines; notifies appropriate parties of any appointment changes.

• Arranges for necessary facilities, equipment and travel plans as instructed.

• Monitors expenditures and ensures adherence to budgetary commitments in accordance with program/operation policies and procedures.

5%

9. Assists in the creation, modification and design of web pages for the division to be published on the departmental web site.

• Assist in the research and development of web pages.

• Enters and updates web pages with current information and procedures for assigned area.

• On a weekly basis, enters and updates the web with necessary information to enhance the system.

5%

10. Creates and maintains a high-performance environment characterized by positive leadership and a strong team orientation.

• Defines goals and/or required results at beginning of performance period and gains acceptance of ideas creating a shared vision.

• Communicates regularly with staff on progress toward defined goals and/or required results, providing specific feedback and initiating corrective action when defined goals and/or required results are not met.

• Confers regularly with staff to review employee relations climate, specific problem areas and actions necessary for improvement.

• Evaluates employees at scheduled intervals, obtains and considers all relevant information in evaluations and supports staff by giving praise and constructive criticism.

Recognizes contributions and celebrates accomplishments

5%

11. Displays a high level of effort and commitment to performing work; operates effectively within the organizational structure; demonstrates trustworthiness and responsible behavior.

• Demonstrates eagerness to learn and assume responsibility; seeks out and accepts increased responsibility.

• Shows persistence and seeks alternatives when obstacles arise.

• Works within the system in a resourceful manner to accomplish reasonable work goals; shows flexibility in response to process change and adapts to and accommodates new methods and procedures.

• Accepts direction and feedback from administration and follows through appropriately.

• Works when scheduled; begins and ends work as expected; uses work time appropriately.

5%

12. Performs other duties as assigned in the fulfillment of the needs, philosophy, and purpose of Gwinnett Technical College.

15%

Physical Demands:

Frequency

(N)Never, (O)Occasionally or (C)Constantly

Requires operation, access, or control of financial resources.

N

Requires having a P-Card.

N

Driving is a responsibility of this position.

N

This position will have direct interaction or care of children under the age of 18 or direct patient care.

O

This position will have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications).

C

This position is a stationary position, often standing or sitting for prolonged periods with or without reasonable accommodation.

C

This position requires moving about to accomplish tasks or moving from one worksite to another with or without reasonable accommodation.

O

This position requires the ability to adjust or move objects up to 15 pounds in all directions with or without reasonable accommodation.

C

This position requires the ability to repeat motions that may include the wrists, hands and/or fingers with or without reasonable accommodation.

C

This position requires the ability to operate machinery and/or power tools with or without reasonable accommodation.

O

Operating motor vehicles or heavy equipment with or without reasonable accommodation.

O

Noisy environments.

O

Medium work that includes moving objects up to 50 pounds with or without reasonable accommodation.

O

Light work that includes moving objects up to 20 pounds with or without reasonable accommodation.

O

Heavy work that includes moving objects up to 100 pounds or more with or without reasonable accommodation.

N

Work in outdoor elements such as precipitation and wind.

O

Assessing the accuracy, neatness and thoroughness of the work assigned.

C