Position Title:

Administrative Assistant II, Risk Management and Compliance

Job Description:

POSITION TITLE:  ADMINISTRATIVE ASSISTANT II
STATUS: Part time
DEPARTMENT: Risk Management and Compliance
DIVISION: Administrative Services
CLASSIFICATION: Non-exempt
UNION: Non-union support
REPORTS TO:  Compliance Officer
PLACEMENT:   Grade H08
MINIMUM PAY RATE:     $26.33 hourly

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

POSITION SUMMARY

Under the general direction, provides high-level administrative support to the Compliance Officer and assists by coordinating and participating in support activities related to the responsibilities of the assigned area. Receives limited supervision within a broad framework of standard policies and procedures. Performs complex administrative and support duties of the office; exercises independent judgment in the application and follow through of administrative decisions; accurately interprets college policies, procedures, standards and requirements; establishes and maintains contact with college and other agency personal; maintains confidentiality regarding all matters of the office.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

1. Provide administrative support to the Office of Risk Management and Compliance and direct all office operations.

2. Coordinate and schedule meetings, act as recording secretary as needed, prepare travel requests and maintain electronic calendars. Coordinate mailings; maintain files and databases, complete special projects as assigned.

3. Prepare and maintain policies and procedures, reports, and conference presentations.

4. Receive and direct visitors while assessing the relative importance of each, answer telephones, screen callers, provide information as requested.  Assist in preparing all incoming and outgoing correspondence. Review/act upon correspondence to and items requiring approval from the Compliance Officer.

5. Initiate and prepare purchase requisitions, direct payment vouchers, budget adjustments, transfer requests, work orders and related as required. 

6. Prepare Policy Committee agendas and attend meetings; review historical files; provide current data and information regarding Policy Committee reports, meetings, and workshops as appropriate.  Assist with the Board Policy and Procedure review process. 

7. Maintain a high level of confidentiality of information originating from or directed to the Compliance Officer related to personnel and organizational records and/or issues.

8. Assist in preparing and monitoring the budget (direct payment vouchers, budget adjustments, transfers, purchase requisitions, payroll sheets, etc.). Maintain financial documents.

9. Assist in responding to Freedom of Information Act (FOIA) request. 

10. Assist in maintaining documentation related to Title IX. 

11. Participate in achieving departmental and college goals and objectives.

12. Perform related duties as assigned. 

MINIMUM QUALIFICATIONS

1. Associate degree or equivalent in business or related field.

2. Three (3) years of related experience.

3. Proficient in MS Office Word, Excel, Visio and Outlook.

4. Excellent oral, written, and interpersonal communication skills, detail-oriented with the ability to proofread and type accurately.

5. Excellent customer service skills with the ability to effectively work with minimal supervision.

6. Ability to work effectively under pressure on a variety of tasks concurrently, while meeting established deadlines and changing priorities.

7. Ability to establish and maintain efficient filing systems and office organization.

8. Ability to establish and maintain cooperative and effective working relationships with other members of the division/college, displaying cultural competence as well as emotional intelligence.

9. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS

1. Bachelor’s degree in business or related field.

2. Five (5) years of office experience, preferably in a higher education environment.

3. English and Spanish verbal and written communication proficiency.

4. Demonstrated multicultural competence.

PHYSICAL DEMANDS

1. Normal office physical demands.

2. Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS

Duties are performed indoors in the usual office environment.

Full Time/Part Time:

Part time

Union (If Applicable):

Scheduled Hours:

40