Alamo Community College District

Job Description

Title: ADMINISTRATIVE ASSISTANT FOR SPECIAL PROJECTS

Class Code: 2760

Description of Work:

Assists the Chancellor and Board of Trustees with Board agendas, selected activities associated with regular Board of Trustees meetings, Trustees’ correspondence, and special meetings of the Board of Trustees and the Chancellor’s office. Supports the operations of the Chancellor’s office.

Examples of Duties:*

Assists the Board Liaison in planning and preparation of meetings and special functions for the Chancellor and Board of Trustees, including preparing agendas, and packet for posting on ACC website, catering, facility coordination, special equipment, supplies, etc.

Transcribe official minutes of the Board of Trustees regular and committee meetings and support operations of the Board Liaison.

Compose, edit, and research documents and/or complex materials, forms and reports, including those for the Board of Trustees, Chancellor, and Deputy to the Chancellor.

Establishes and maintains Chancellor’s Office and Board of Trustee information resource files through hardcopy and Internet including retrieval governmental documents as requested by supervisors.

Assist with responding to faculty, staff, students, and visitors regarding board issues and serve as a resource for the institution.

Maintenance and preparation of budget (s) and perform complex accounting procedures. Work with district administrators, vendors, and accounting personnel on budget matters. Resolve problems. Assure budgetary accountability.

Provide support at Board and committee meetings, including cross-training with Board Liaison.

Assists in organizing and maintaining the Chancellor’s and Board of Trustees’ appointment schedules. Coordinates schedules with various staff members, the public, governmental officials, and educational officials as required.

Coordinates District –wide meetings for the Chancellor, Board of Trustees, and ACC administration.

Coordinate travel arrangements for the Board office, including the reconciliation of travel expenses.

Provide support to the board office by ordering supplies and materials, including graduation gowns, serving as Banner initiator, and maintaining the budget.

Performs related duties as assigned.

*Any one position may not include all of the tasks listed, nor do the examples necessarily include all of the tasks performed.

Qualification for Appointment

Knowledge of the activities of the Chancellor’s Office, Board of Trustees, and of the Alamo Community Colleges

Comprehensive knowledge of General office practices, procedures, and equipment

Knowledge of Business English, Basic Mathematics and Recordkeeping

Knowledge and experience in records management to maintain updated district policies, procedures, and activities

Knowledge, skill and ability to coordinate complex activities to include train other staff and schedule work assignments

Ability and experience preparing and editing reports/agendas/other materials

Ability to compose correspondence

Ability to maintain strict confidentiality and work independently

Ability and experience with dictation; transcription and to type at 70 + wpm

Ability to communicate effectively (oral/written) and establish cooperative working relationships

Education

A minimum of 60 hours of college credits is required. Courses in Public Administration, Business Administration, and/or Office Systems Technology are highly desirable.

Experience

Four years of administrative/executive support is required. Five years of experience in a public organization is desirable.

Physical Requirements

Regular recurring work is performed in a work environment that involves normal everyday low risks or discomforts typical of offices. Work areas are adequately lighted, heated and ventilated.

I certify that this is an accurate statement of the duties and responsibilities of this position and that the position is necessary to carry out the functions for which I am responsible.

Employee’s signature (Optional) Date

Supervisor’s signature (Optional) Date

Concurrence of next higher level date