Administrative Assistant

Examples of Duties

1. Prepare class packets including contracts, roll sheets, student and instructor evaluations for Coordinators.
2. Register students and collect payment of fees for classes.
3. Handle registration refunds and transfers.
4. Verify that files, end-of-class reports, and class rosters are correct by determining accuracy of number of students registered, line items used, and dates and times of classes correspond with dates and times on the contracts.
5. Perform routine typing, filing and data entry.
6. Receive, distribute, and respond to standard or electronic mail.
7. Prepare student certificates for completion of class.
8. Responsible for the gathering, submitting scholarship information for students when available from various agencies.
9. Assist all Workforce Coordinators with the annual audit of program.
10. Maintain complete personnel files on part-time instructors by preparing employment packages for HR.
11. Assist the coordinators and directors with obtaining the necessary equipment and supplies needed by instructors and outside agencies, when necessary, through e-procurement.
12. Maintain general office/instructional supplies through e-procurement.
13. Submit payroll information and requests for payment on part-time instructors through Docusign.
14. Assist with the annual audit for the NC System Office for class files.
15. Prepare required travel forms for coordinators.

Minimum/Required Qualifications

Required:

• Associate degree with emphasis on business skills.
• Knowledge of Microsoft Office Suite
• Highly organized, strong command of English language/grammar, math & strong interpersonal skills.
• Have at least 2-3 years of administrative experience in a fast-paced office environment.
• Able to handle multiple assignments.

Preferred:

• Bachelors degree or higher
• Knowledge of Datatel System/Colleague Information Systems and Docusign.

How to Apply

MUST READ Special Instructions and Additional Information to Applicants:

INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED.

Resumes are not accepted in lieu of state applications. "See Attached Resume", etc. will result in an incomplete application. Resumes, cover letters, and all transcripts listed on application must be uploaded with your application or this will also result in an incomplete application. Official transcripts must be submitted to the Human Resources Director within (15) days upon hiring. All applications must be submitted directly via our online application system at https://www.schooljobs.com/careers/halifaxcc.

Applications submitted through third party sites will not be accepted. Application packets for employment must be submitted by 5:00 p.m. on the closing date. If multiple applications are submitted to an individual posting, only the most recent application received prior to the posting close date will be accepted. To receive credit, all relevant experience must be included in the work history section of the application.

Any information omitted from the application but included in the resume will not be considered for qualifying credit. Persons eligible for Veteran's Preference must submit a copy of Form DD-214.