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Assistant III - Institutional Records-Hourly

Job description

Job Number 1908037
Assistant III - Institutional Records-Hourly

Closing Date: 09/05/2019
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Position InformationLocationService CenterHours19 hours/week maximumSalary$18.00/hrFLSA StatusNon-ExemptReports ToDirector, Manager, or SupervisorCriminal Background CheckPre-employment criminal background checks are required for all Staff and Faculty positions. Pre-employment urinalyses drug screens are also required for all top candidates considered for positions in ACC's College Police department.General Statement of Job

Provides very complex clerical and administrative support to a departmental office or program.Description of Duties and TasksEssential duties and responsibilities include the following. Other duties may be assigned.

  • Performs very complex office duties in support of faculty, staff, and/or student efforts, including word processing, data entry, maintaining files, processing mail, and duplication; receiving, prioritizing, and responding to incoming correspondence, requests, reports and telephone, or email contacts.
  • Expedites the processing of documents or other items requiring action, assesses and works with other staff and community members to resolve issues from students, employees, and the public regarding college activities.
  • Organizes and maintains schedules, calendars, and appointments including meetings and events and the detailed arrangements associated with such including preparing or providing agendas, minutes, equipment, location, information packets, and follow up action items.
  • Performs complex computer activities including word processing, data processing, scheduling processes and visual and graphic presentations.
  • Coordinates and maintains operating budgets. Receives and processes requests for budget expenditures such as travel, equipment purchases, and funds for other activities and events.
  • Establishes and maintains files, logs, and other tracking systems for a variety of information, projects and events; may update website or use social media.
  • Coordinates special projects including researching and analyzing information and data; interpreting and applying policies and procedures, and/or recommending alternative solutions based on information gathered.
  • Additional Job Specific Duties

      Performs document imaging, records storage, forms management, and records management services as required.Prepares and scans college records, determining the correct settings, in accordance with federal, state, and departmental quality control standards and procedures; ensures proper documentation and integrity of scanned images.Indexes scanned records, and analyzes them for clarity and accuracy.Assists with pick-up and delivery of records to and from college campuses.Evaluates and verifies that all incoming records for storage and destruction are processed in accordance with the College Records Control Schedule and established procedures.Processes employment verifications, teacher service records, non-faculty educational recognition awards, and maintain records for each function.Assists internal and external customers by responding to inquiries and/or providing information.Assists with the coordination of the implementation of new processes.May assist with inventory, analysis, and scheduling of college records and forms.May assist other Austin Community College staff with imaging, records storage, forms management program, and basic records management processes.May perform data entry, processing mail, handling correspondence, and maintaining files.
    KnowledgeMust possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

    College operations, organization, policies, and procedures. Records retention, preservation, and recording. Principles and methods of budget preparation and expenditure control. Office management processes and procedures. Correct English usage, grammar, spelling, punctuation, and vocabulary. Records management concepts and best practices.Electronic document imaging processes and procedures.Records storage center practices.SkillsMust possess required skills and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

    Maintaining an established work schedule. Establishing and maintaining effective working relationships. Effectively using interpersonal and communications skills, including the use of tact, diplomacy and confidentiality. Effectively using organizational and planning skills, including the use of intense attention to detail and follow-through. Compiling and organizing complex material, summarizing discussions and actions taken in report form. Reviewing and preparing narrative and statistical reports and records. Interpreting and applying rules, regulations, policies, and procedures. Analyzing situations accurately and adopting an effective course of action. Maintaining confidentiality of work-related information and materials. Technology Skills

    Use a variety of spreadsheet, word processing, database, and presentation software. May also use social media, work with desktop publishing, and update webpages.Required Work Experience

  • As required.
  • Preferred Work Experience

    Two years related work experience.Required Education

  • As required.
  • Preferred Education

    High school diploma or educational equivalent.Physical Requirements

    Work is routinely performed in a standard office or similar environment. Subject to standing, walking, sitting, bending, reaching, kneeling, pushing, and pulling. Occasional lifting of objects up to 10 pounds.Safety

  • Work safely and follow safety rules. Report unsafe working conditions and behavior. Take reasonable and prudent actions to prevent others from engaging in unsafe practices.
  • ACC Benefits OverviewFull-time Faculty and Staffing Table employees who work in full-time and/or part-time positions at the College are eligible for ACC medical benefits effective the first of the month after their first 60 days of employment. Benefits include medical, dental, life insurance, short and long term disability, retirement plans and AD&D.

    ACC does not participate in Social Security. ACC participates in the Teacher Retirement System of Texas (TRS) and the Optional Retirement Program (ORP-Faculty Only). Part-time and Hourly employees participate in the ACC Money Purchase Plan (ACCMPP) as a retirement program required by Federal law.

    DisclaimerThe above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. ACC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by ACC as its discretion to enable individuals with disabilities to perform the essential functions.

    Austin Community College provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

    As required by the US Department of Education, employees are required to report violations under the Title IX and, under the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act), select individuals are required to report crimes. If this position is identified as a Campus Security Authority (Clery Act), you will be notified, trained, and provided resources for reporting.




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    Job No:
    Posted: 8/23/2019
    Application Due: 9/6/2019
    Work Type: