Administrative Assistant III

Job description

Administrative Assistant III

Job no: 493523
Position Type: Full-Time
Location: Elgin, IL
Experience Level: Entry-Level
Categories: Office Support
Role: Administrative Assistant III

About ECC:

Elgin Community College serves over 9,000 students at every stage of their educational journeys, including university transfer programs, career and technical education, continuing education classes, and adult basic education. As a community, we pride ourselves on nurturing a welcoming campus where every person—students, staff members, faculty members, and campus visitors—feels valued. The work of each ECC employee is central to the college’s mission, and as an employer, the college fosters a positive environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie.

Work Schedule:

Monday thru Thursday 10:00 AM - 7:30 PM, Friday 10:00 AM - 5 P.M.

Rate of Pay:


FLSA Status:


Grant Funded:


Job Summary:

An employee in this classification performs work of routine difficulty by providing administrative support to the department. Work is distinguished by the ability to effectively and accurately prepare reports and routine correspondence and to maintain an effective record system. Immediate supervision is received by the assigned manager.

Required Knowledge, Skills & Abilities:

1. Associate's degree (AA) or equivalent from two-year college or technical school; or equivalent combination of training and experience.
2. Working skill in interpersonal interaction to be applied to a variety of individuals with differing education, ethnic and socio-economic backgrounds.
3.. Working skills in organization, verbal and written communication.
4.. Good knowledge of MS Office Suite.
5.. Must be available to work a flexible schedule, including evenings and weekends when required by the department’s needs.

Desired Knowledge, Skills & Abilities:

1. Good knowledge in working with databases, including Enterprise Resource Planning software.

Essential Duties:

  1. Perform a variety of administrative and clerical duties.
    • a. Collect and prepare information for reports, proposals, documents, etc. Receive, sort, file and retrieve documents, exercising discretion when working with confidential information.
      b. Research and process documents to update and maintain files/records.
      c. Establish and maintain filing systems.
      d. Compose, format and type routine correspondence, reports and other documents.
      e. Verify discrepancies and make corrections.
      f. Coordinate office and departmental activities.
      g. Coordinate calendars, schedules, training, travel arrangements, meetings and special events.
      h. Post information on college intranet and other electronic communication systems.
      i. Greet and assist office/department visitors.
      j. Answer and route telephone calls.
      k. Enter and retrieve data and information from computer systems and software applications.
      l. Disseminate information.
      m. Assist with projects that are central to the operation of the department/office.
      n. Order office and program supplies, including arranging for equipment maint
  2. Maintain or process account records, accounts receivable or accounts payable. May monitor, reconcile or process transfers for budget accounts and monitor budget.
  3. Serve as a liaison to the faculty, students, other employees or members of the outside community.

Other Duties:

1. Assist in the review and monitoring of leave requests, timesheet submission, and other human resources/payroll-related activities.
2. Orient or back up other clerical workers in the office or department.
3. Perform other job-related duties as assigned which pertain to the job description.
4. Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department

Physical Demands:

Sedentary (up to 10 lbs occasionally, sitting most of the time)

Visual Acuity:

Close visual acuity (e.g. computer, assembly)

Work Environment:

Moderate noise

Environmental Conditions:

Typical office or administrative

Current SSECCA Union Member Information:

The original posting date is 09/01/2020. Elgin Community College Support Staff of Elgin Community College Association (SSECCA) members that apply by 09/09/2020 and meet the posted minimum qualifications will receive full consideration.

Equal Employment Opportunity Statement:

Elgin Community College does not discriminate, or tolerate discrimination, against any member of its community on the basis of race, color, national origin, ancestry, sex/gender/gender identity, age, religion, disability, pregnancy, veteran status, marital status, sexual orientation, or any other status protected by applicable federal, state or local law in matters of admissions, employment, or in any aspect of the educational programs or activities it offers.

In addition, Elgin Community College provides reasonable accommodations to qualified individuals with disabilities to ensure equal access and equal opportunities with regard to employment practices, educational opportunities, and programs and services. If you need a reasonable accommodation for any part of the application and hiring process, please notify the College’s EEO/AA Officer. Determinations on request for a reasonable accommodation will be made on a case-by-case basis.

Advertised: September 1, 2020 Central Daylight Time
Applications close:




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Job No:
Posted: 9/9/2020
Application Due: 11/8/2020
Work Type: