PT Operations Administrative Assistant

Special Instructions for more details.

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth's Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI).

Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link:
https://(Use the "Apply for this Job" box below)..aspx or call DARS at , or DBVI at .

• Working Title:
  
  PT Operations Administrative Assistant
• Role
  
  Title:
  
  Admin and Office Spec II
• Role Code: 19012‑SW
• FLSA:
  Non‑exempt
• Pay Band: 02
• Hiring Range: $15 per hour
• Job Type: Part‑time
• Telework options:
  No
• Work Schedule:
  
  Up to 29 hours per week. Some evenings and weekends may be required.
• Agency:
  Southwest Virginia Community College
• Division:
  Southwest Virginia Community College (Div)
• Work Location:
  
  Tazewell – 185
• Emergency/Essential Personnel:
  No
• EEO Category: F‑Admin Supp

Southwest Virginia Community College (SWCC) offers career‑training programs in numerous technical, industrial and medical fields at a reasonable cost, going so far as to even waive tuition for certain eligible students. Located in Richlands, Virginia, SWCC offers associate’s degrees in such fields as business, education, general studies, liberal arts and science. These degrees are primarily intended for students who wish to transfer to a four‑year university.

SWCC also has associate degrees that feature programs intended to lead directly to a career in fields such as Nursing, Radiography and Administration of Justice.

Position Summary: Assist with the daily administrative operations of the Facilities Department on the Southwest Virginia Community College Campus. Provides clerical, technical, and administrative and project support in all phases of the Facilities Department. The Administrative Assistant will be responsible for ensuring the efficiency and smooth operations for their assigned supervisor and their department. Duties require independent judgment with an understanding of Facilities Department functions, procedures and terminology.

• Enter and monitor purchase orders, term contracts, and perform other basic accounting tasks ensuring accuracy and meeting all established deadlines following SSC rules and regulations.
• Prepare proof and edit documents, correspondence, spreadsheets and reports as directed ensuring accuracy and meeting all established deadlines.
• Regularly processes invoices for the Facilities Department including creating purchase orders, following them to completion and submission to Fiscal Services for payment. Process invoices in a timely manner on goods/services received and complete to expedite payment in accordance with Virginia Prompt Payment Act.
• Maintain files on all purchase orders and state contracts.
• Process purchase orders into the state ordering system. EVA orders will be processed in a timely manner, accurately following all SSC / VCCS regulations.
• Answers and direct phone calls, take messages, and field/answer all routine and non‑routine questions.
• Responsible for ordering and maintaining office supplies, securing and maintaining office equipment, establish and maintaining a filing system, sorting and distribution of mail, creating and maintaining an accurate calendar.
• Maintain an accurate 1500 hour spreadsheet.
• Oversee the purchase of personal protective equipment such as safety shoes, foul weather gear, and uniforms.
• Check E‑mail daily and respond promptly to avoid delays.
• Prepare travel arrangements and employee memberships as required.

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

• Knowledge of and ability to use a variety of PC‑based software including e‑mail, word‑processing, spreadsheets, database…