Salary: $36,432.00 – $45,540.00 Annually
Location : Greenville, NC
Job Type: Full Time
Job Number: 202300031
Division: Academic Affairs & Student Services
Department: Public Services & Fine Arts
Opening Date: 06/21/2023
Closing Date: 7/16/2023 11:59 PM Eastern
General Statement of Job
Under general supervision, is responsible for coordinating day-to-day activities of the Legal Science & Public Service Division of Pitt Community College and for providing administrative support to the Dean and the Division. Provides assistance to students in a variety of areas. Reports to the Dean of the Legal Science & Public Service Division.
Essential Job Functions
- Organizes, schedules and directs certain operations and functions for the Legal Science Division.
- Serves as liaison for students with information about Pitt Community College and the division.
- Trains new part-time and full-time faculty in the proper procedures for completion of grade sheets, rosters and other college functions.
- Checks rosters for accuracy.
- Verifies Cosmetology hours for payment and processes payment each semester.
- Maintains confidentiality and discretion in paperwork and conversation.
- Responds to a variety of questions and inquiries from students as well as assists them in completion of paperwork and other needs, directs them to the proper personnel.
- Coordinates and communicates information to the division staff – distributes mail, delivers mail, manages message center and other information on bulletin boards, as well as receives telephone calls, etc.
- Processes requisitions, budget revisions, purchase orders, payment of bills, and P-Logs.
- Processes and submits to administration a variety of documents and reports including travel reimbursements, travel petitions, work order requests, absence reports, time sheets, graduation lists, class rolls, financial aid information, etc.
- Screens calls and visitors in the office.
- In the absence of the dean, assists students, staff and faculty with any concerns or questions.
- Performs various clerical/secretarial duties to support the Dean and the division including typing letters, memos, reports, course outlines, syllabi, minutes, tests, etc.
- Maintains all course syllabi and Advisory Board minutes in the division office.
- Coordinates printing for the office in the most efficient/inexpensive manner.
- Monitors students’ testing in the absence of the instructors.
- Maintains an inventory of supplies as well as distributes these when necessary.
- Prints out and maintains MSDS information as needed.
- Ensures that all equipment receives proper maintenance and service.
- Supervises work-study students.
- Encodes students’ schedules at Registration.
- Checks all time sheets for accuracy.
- Processes all book orders. Orders textbooks for instructors.
- Processes and print class rolls each semester.
- Calculates and processes all part-time contracts and time sheets.
- Offers computer support to instructors.
- Offers computer support to students in labs in absence of instructors.
- Sends out applications and curriculum information to students.
- Keeps Course Curriculum Outlines up to date.
- Serves on various teams in support of the college’s initiative.
Attends and assists with various committees and student organizations as required. Participates in professional activities commensurate with position and job functions. Performs other duties as required.
Qualifications or Standards
Associate degree in business administration, office systems technology or secretarial science and three to five years of administrative experience; or any equivalent combination of education and experience which provides the required skills, knowledge, and abilities.
Minimum Training and Experience
Physical Requirements: Must be physically able to operate a variety of automated office machines including copier, computer, etc. Must be physically able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Position involves mostly sedentary work which requires sitting most of the time, but may involve walking, standing, or stooping for brief periods of time. Must be able to lift and/or carry weights of approximately twenty pounds.
Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes the giving of assignments and instructions to assistants. Includes the receiving of information and instructions from supervisor.
Language Ability: Requires the ability to read a variety of documents and reports. Requires the ability to prepare and/or type documents and reports such as course outlines/syllabuses, minutes of meetings, mailing labels, memos, and general letters of correspondence, etc., using the proper format, punctuation, spelling and grammar. Requires the ability to communicate with co-workers, supervisor, other staff members, students, instructors, etc. with poise, voice control, and confidence.
Intelligence: Has the ability to apply rational systems such as computer operations, administrative assistance, human relations, etc., in order to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
Verbal Aptitude: Requires the ability to record and deliver information and to follow verbal and written instructions.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; determine percentages and decimals; and determine time and weight.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes in utilizing automated office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have moderate levels of eye/hand/foot coordination.
Color Discrimination: Does not require the ability to differentiate colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.
Physical Communication: Requires the ability to talk and/or hear (talking – expressing or exchanging ideas by means of spoken words; hearing – perceiving nature of sounds by ear.)
PERFORMANCE INDICATORS
Knowledge of Job: Has good working knowledge of administrative practices and procedures as they apply to the functions of the Division. Has thorough knowledge of office practices and procedures and the care and use of a variety of office machines and equipment used in record keeping, accounting and report preparation. Has the ability to type at the required corrected rate. Is able to understand and apply established rules, procedures and instructions to the maintenance and preparation of financial records. Has working knowledge of laws, rules, policies and regulations that apply to the functions of the Division. Is able to collect, compile, and assemble information clearly and concisely. Has the ability to apply common sense understanding to perform repetitive tasks, and is able to use independent judgment in routine as well as occasional non-routine situations. Is able to perform required mathematical calculations quickly and accurately. Is able to maintain standards of accuracy in all reports and accounts. Has the ability to perform duties without the need for close supervision. Has the ability to perform duties under stress related to meeting deadlines for reports, testing materials, etc. Has the knowledge and ability to counsel and advise students in a variety of areas. Is able to communicate effectively with various individuals and groups including instructors, students, department chairpersons, Dean, other PCC staff, etc.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercise immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all College departments and divisions, co?workers and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under “Specific Duties and Responsibilities.”
Dependability: Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, College policy, standards and
prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends work regularly and adheres to College policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time?off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self?reliant and self?starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with College policy or procedures, etc. Offers suggestions and
recommendations to encourage and improve cooperation between all staff persons and departments within the College.
Relationships with Others: Shares knowledge with managers, supervisors and staff for mutual and College benefit. Contributes to maintaining high morale among all College employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the College and to project a good image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the College. Emphasizes the importance of maintaining a positive image within the College. Interacts effectively with higher management, professionals and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time?management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends
meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the College and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.
Pitt Community College provides a wide variety of benefits available to full time employees. These benefits include: health, dental, vision, life insurance, optional life and disability insurance plans, flexible spending account for health care/dependent care, NC State Retirement, and a deferred compensation program (401K, 457, 529).
Pitt Community College also offers leave based on years of service (vacation, sick, FMLA) in addition to paid holidays and longevity.
Pitt Community College provides a comprehensive Employee Assistance Program (EAP) through McLaughlin-Young Group. Employees and eligible dependents are provided up to three counseling sessions per year, per topic. In addition the EAP offers individualized online resources for work-life balance.
Pitt Community College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.