Administrative Assistant Job at Baltimore City Community College in Baltimore

Description/Job Summary The Administrative Assistant coordinates office services such as purchasing, records control, and other administrative activities; interprets operating policies; and exercises independent judgment in resolution of administrative problems. The position supports the development of regular and ad-hoc reports and may perform duties of a sensitive and confidential nature. The position also provides direct secretarial support such as appointments, correspondence, data compilation and filing. The Administrative Assistant is also responsible to provide customer-oriented quality service to the students, faculty, staff and guests of Baltimore City Community College displaying exceptional organization, professionalism, communications and attention to detail. Responsibilities/Duties + Uses established systems (i.e. software) to organize and efficiently keep track of information, data, time, and resources; + Provides quality service, information and assistance to employees, students and visitors; + Manages reception area, print/copy/fax stations and conference rooms; + Performs varied office support duties including typing, faxing, photocopying, filing and mailing; + Maintains office equipment, common areas and office supplies; + Prepares outgoing mail and distributes incoming mail; + Establishes and maintains effective working relationships with other employees, students, visitors and all members of the general public; + Listens actively and responds to inquiries or concerns in order to comprehend and assess needs, provide assistance, resolve problems and satisfy expectations; + Composes letters and memoranda for signature; + Ensures accuracy of written communications by reviewing for typographical errors, formatting and internal consistency; + Greets visitors, answers phones and responds to inquiries or directs callers and guests to appropriate staff; + Assumes ownership of service issues and works within scope of authority and appropriate guidelines and resources to meet needs and resolve problems; + Personally follows through to ensure that all problems, questions, or complaints are resolved; + Addresses disgruntled customers' problems with courtesy, tact and professionalism; + Seeks out customer input to better understand their needs and develops ideas for how to meet those needs; + Maintains and continuously develops a working knowledge of the services, operations and/or functions of the department/ work unit in order to provide accurate information and assistance to the customer; + Promptly responds to requests and inquiries with accuracy and courtesy; + Suggests changes to enhance service and assists in the implementation of improvements; + Engages in ongoing professional development to remain abreast of quality service best practices, trends, methods and principles; + Considers the impact on external or internal parties when taking action or carrying out one's own job responsibilities; + Develops and/or implements service and process improvements; + Works to develop and maintain positive working relationships with co-workers, customers and students; + Ensures quality, accuracy, and completeness of work activities and products; + Plans activities in advance to insure that all assignments are completed in a timely and quality manner; + Checks, and rechecks work for mistakes before distribution; + Follows established procedures to ensure consistency, accuracy and completeness of work products and activities; + Compares finished work to established expectations and standards; + Performs routine or repetitious tasks with care and attention; + Reviews work carefully for completeness and accuracy; + Other related duties as assigned. Required Qualifications Minimum Qualifications: + High School diploma + Five years clerical/ administrative experience in complex office environment + Five years experience preparing reports, writing memos, and formulating spreadsheets using Microsoft Office.