Administrative/Support, Other Staff/Administrative, Staff/Administrative
All interested Applicants must submit application via the CCM job-site link will be reviewed for position: https://jobs.ccm.edu/postings/448
Primary Objectives: This position provides secretarial/administrative assistance and support to the department while at times using initiative and independent judgment in carrying out various functions of the position. Handles routine correspondence, generation of reports, forms and schedules. May be responsible for maintaining accurate department budget records including Purchase Requisitions, Purchase Orders, and Budget Transfers using the Colleague System. Assistant will at times work independently while taking initiative in the preparation and completion of special projects.
Prioritizes workload and may deal with confidential information. Responsible for general correspondence, memos/letters and minutes of meetings.
Interacts with vendors/contractors scheduled to perform work at the college or Sales Representatives visiting the Plant and Maintenance Department.
Maintain an office file system of purchase requests, purchase orders, verification reports and budget transfers for the department. Advise all concerned when budget problems arise and verify all budget change requests. Log and review all transfers.
Open and prioritize supervisor’s mail and distribute mail to department members. Maintain departmental filing system; screen calls, take messages and provide staff, college community and general public with as much information as possible with regards to inquiries.
Assist with meeting arrangements such as advisory committees, departmental meetings etc. Reserve rooms, notify attendees, order refreshments, type and distribute minutes. May include ordering supplies and equipment and maintaining sufficient quantity and quality of both. Maintaining and monitoring timesheets, requests for leave, work orders, personnel evaluations, travel requests, authorizations and expense claims. Maintain daily attendance spreadsheet and prepare Attendance Monitoring Reports. Responsible for processing Payroll for Plant & Maintenance Department. Responsible for updating the annual Service Agreements and Blanket Orders for each fiscal year. Create Purchase Requisitions. Responsible for the department annual Time Balance Report issued by Human Resources. Other duties as requested by Director, Associate Director and AAPF Supervisors.
Provides additional coverage pertaining to the Saber Work Order Management Information System and provides backup assistance for the Maintenance Systems Coordinator including monitoring the pm work order inbox, preparing Blanket Order Releases and Purchase Requisitions.
Qualifications - Skills: Knowledge of Microsoft Office Good phone skills and manners Customer service skills Attention to detail and self motivated Excellent organizational and communication skills Ability to work under pressure Sensitivity in handling confidential information Ability to keep accurate budgetary records
Qualifications - Experience: Related experience as noted above preferably in a school or academic setting.
Qualifications - Education: Two year Associates Degree or Some credits toward Associates Degree and 1-2 years secretarial experience or High School graduate and 3-4 years secretarial experience
Work Hours: 8:30 am – 4:30 pm
Internal Number: S072P
About County College of Morris
The County College of Morris is known for its outstanding faculty and staff, the superior quality of its programs and services, and the success of its students. CCM enrolls more than 8,000 students in over 70 degree and certificate programs each year, and boasts one of the highest graduation rates in New Jersey. Our graduates transfer to top colleges and universities in New Jersey and the nation.
The County College of Morris is located in Randolph New Jersey in the suburban northwest of the state. Strategically situated just 40 miles west of New York City on the I-80 corridor and 39 miles east of Delaware Water Gap National Recreation Area, this very special location offers easy access to the cultural center of NYC and also to outdoor recreational opportunities. From Morris County New Jersey it is a short drive to Philadelphia and just a few hours to Boston or Washington, D.C.