PT Operations Administrative Assistant

Title: PT Operations Administrative Assistant

Agency:
Southwest Virginia Community College

Location:
Tazewell - 185

FLSA:
Nonexempt

Hiring Range: 16.26

Full Time or Part Time:
Part Time

Additional Detail

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.

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

• Knowledge of and ability to use a variety of PC‑based software including e‑mail, word‑processing, spread sheets, database and power point.
• Knowledge of accounting principles, purchasing requirements and basic contract law.
• Knowledge of office procedures, office professionalism, office etiquette, and office management in an automated environment.
• Ability to perform general clerical skills including filing, typing, and editing.
• Strong organizational planning skills.
• Knowledge of effective customer service techniques.
• Knowledge of budget/financial management practices and techniques.
• Ability to communicate effectively, both orally and in writing.
• Ability to apply appropriate customer service techniques, use sound judgment to resolve vendor‑related issues.
• Ability to work independently or in a team environment on daily operations and special projects concurrently.
• Ability to prioritize workload, anticipates and meets deadlines, responds to changing priorities, and manage multiple projects.
• Ability to complete daily required duties and tasks using professionalism, confidentiality, and good judgment.
• Valid Driver’s License

• Knowledge of Electronic Virginia (eVA), HRMS, and State P‑Card Procedures