Administrative Aide II; S13102

Job Description

Montgomery College, Takoma Park/Silver Spring Campus, has an immediate need for a full‑time Administrative Aide II in the Department of Venues and Programming. The standard work schedule is Monday – Friday, 8:30 a.m. – 5:00 p.m., allowing for flexibility to accommodate evening and/or weekend events. The primary location is Takoma Park/Silver Spring Campus, and will require college wide travel between campus locations.

This is a bargaining, non‑exempt, grade 19 position. For non‑exempt positions, you are not eligible to work a secondary job at Montgomery College. Montgomery College promotes and creates a working and learning environment rooted in the basic tenets of fairness, belonging, and inclusiveness. This position is eligible for telework one day a week after the completed probationary period, subject to change based on the needs of the unit.

The work involves providing administrative, technical, and support services to an academic or administrative unit and facilitating the administrative procedures related to the programs and services offered by the office, including department events. Assigned administrative support tasks involve technical decisions regarding processing of actions (i.e., budget, personnel, purchasing); research information in the files and providing the results to the supervisor; and/or, maintenance of unit financial records and web page(s).

The incumbent in this position communicates with others throughout the College and external entities to obtain and provide information, arranges appointments and staff schedules and organizes office routines; and speaks for supervisor on matters on which the supervisor’s views are known, or as otherwise authorized.

• Performs general administrative duties and ensures compliance with established policies and procedures regarding office services, College protocols, and administrative requirements.
• Answers phones, opens and routes mail, types and creates various communications (e.g., correspondences, flyers, letters, syllabi, tests, and/or reports) by typing from draft documents and subsequently proofs and edits the documents.
• Acts as the initial point of contact for office, directing calls and walk‑ins to appropriate staff or departments.
• Manages and maintains supervisor's schedule and calendar for scheduling of conferences and room space; orders supplies through various vendors; hires, trains and supervises student assistants; and assists students; maintains manual and/or automated financial, accounting, personnel, and other administrative and management files and records, ensuring confidentiality where appropriate; attends meetings, takes summary notes and distributes notes and minutes; reviews and verifies information on forms and documents submitted to the academic or administrative department.
• Performs calculation or coding and enters data into appropriate systems.
• Manages one or more web pages for the academic or administrative area, which may include adding, modifying, or removing content to reflect the organization’s programs and operations.
• Provides technical support by processing actions relating to the budget, personnel, or purchasing to include purchase requisition and submitting the actions for the supervisor’s approval.
• Coordinates departmental events.
• May manage vendor contracts for building maintenance; communicate facility issues and coordinate and schedule all vendor deliveries.
• Assists in training lower‑level staff or student workers.
• Manages priorities, projects and stakeholder needs simultaneously in a busy office environment.
• Performs other duties as assigned.

• High school diploma or GED including or supplemented by course in word processing and office practices.
• At least three years of progressively responsible experience performing general office and secretarial duties involving customer service.
• Knowledge of office support procedures and practice including English usage to include spelling, grammar, writing styles and formats; basic mathematical computations; record‑keeping principles and procedures; and PC hardware and skill in using PC software and…