PT Clerical TA

Under general supervision, the purpose of the position is to provide secretarial support for the Chair and instructional staff of the Electrical Systems Technology & Horticulture Department. Employees in this classification perform administrative and clerical work. Position is responsible for coordinating and managing office communications, budget processing, and administrative duties; managing the daily clerical operations of the office; organizing meetings; and receiving visitors and answering the telephone. Performs related work as directed.

Performs various clerical/secretarial duties in support of the Chair and the Departmental staff including performing word processing duties; typing correspondence; copying; picking up and distributing mail; maintaining and organizing office files; scheduling appointments; etc. Disseminates information and/or materials to departmental and other College offices.

Types materials from typed or handwritten copy such which requires use of a variety of formats for preparing and/or processing correspondence, memos, reports, petitions to travel, travel reimbursements, P-card logs, requisitions for equipment (Eprocurement) and projects house(s), etc.; assumes responsibility for correctness of spelling, punctuation, format, and grammar.

Schedules and organizes all daily clerical functions of the Chair of Electrical Systems Technology & Horticulture and composes and distributes minutes of the meetings.

Provides students with information on PCC and the Construction and Industrial Technology Division; assists students in completing paperwork and other needs.

Receives visitors and answers telephone calls; handles calls, takes messages, or directs calls to appropriate personnel.

Coordinates travel and conference plans for instructors in the Department.

Serves as secretary for various committees and meetings as needed.

Receives, reviews, processes, submits and/or files a variety of documents and reports including requisitions, charts, course outlines/tests/syllabi, work orders, booklists, etc.

Operates and maintains a variety of standard office equipment including computer, typewriter, copier, calculator, fax, etc.

Serves on committees as assigned and provides back-up support to other departments within the CIT division.

Supports Skills USA Advisor with documentation, communication with students, student registrations and travel arrangements and grant requests for chapter funding.

Coordinates and serves as counselor and instructor for various camps during summer.

Refers to Internet for up-to-date issues and price quotes.

Maintains office supplies for the Department.

Performs related duties as directed.

Associate degree with course work emphasis in business administration, office system technology or Accounting; supplemented by minimum three (3) years previous experience and/or training that includes office support; or an equivalent combination of education, training, and experience.

Data Utilization: Requires the ability to calculate, compute, summate, and/or tabulate data and/or information. Includes performing subsequent actions in relation to these computational operations.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations.

Equipment. Machinery, Tools, and Materials Utilization: Requires the ability to operate and control the actions of equipment, machinery, tools and/or materials requiring complex and rapid adjustments.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require ability to utilize principles of fractions and/or interpret graphs.

Functional Reasoning: Requires ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.

Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.

Physical Ability: Tasks involve the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds).

Dexterity: Requires the ability to perform semi-skilled coordinated movements, such as those movements required to operate office equipment.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds. Some tasks require visual perception and discrimination. Some tasks require oral communications ability.

Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.

PERFORMANCE INDICATORS

Knowledge of Work: Has working knowledge of the methods, procedures, and policies of Pitt Community College as such pertains to the performance of the essential duties of Secretary of the Electrical Systems Technology & Horticulture Department. Has working knowledge of principles and practices of providing secretarial support to the various departments of the Construction and Industrial Technology Division. Has working knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position. Has working knowledge of the organization of the department, and of related departments and agencies. Clearly understands any occupational hazards and adheres to any safety precautions inherent in performing the essential functions of the work. Has working knowledge of terminology and related professional languages used within the department as such pertains to work responsibilities. Knows how to maintain cooperative and effective relationships with intra- and interdepartmental personnel, as well as any external entities with whom position interacts.

Quality of Work: Maintains high standards of accuracy in performing duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains quality communication and interaction with intra- and interdepartmental personnel, and any external entities with whom position interacts.

Quantity of Work: Performs described Essential Functions and related assignments efficiently and effectively in a manner to produce a quantity of work which consistently meets established standards and expectations.

Dependability: Assumes responsibility for completion of assigned functions. Completes assigned work within established deadlines in accordance with directives, policies, standards, and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides sufficient notice to upper management with respect to vacation time and leave requests.

Initiative and Enthusiasm: Exhibits an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished, and initiates appropriate and acceptable action for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identification of alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advisement where appropriate, and researches issues, situations, and alternatives prior to exercising judgment.

Cooperation: Accepts supervisory and managerial instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences is justified, i.e., poor communications, variance with established policies and procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation both intra- and interdepartmentally.

Relationships with Others: Shares knowledge with managers, supervisors and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships both intra- and interdepartmentally, and with external entities with whom position interacts. Tactfully and effectively handles requests, suggestions, and complaints in order to establish and maintain good will. Emphasizes the importance of maintaining a positive image.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion for work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety and Housekeeping: Adheres to all established safety and housekeeping standards, to include regulatory entities. Ensures such standards are not violated.