Office Services Assistant jobs in Newark, NJ

Hudson County Community College

Position Vacancy Notification

Administrative Assistant, Office of Accessibility Services

Posting Date: March 18, 2024

Position Summary

Reporting to the Director of Diversity, Equity and Inclusion for Accessibility Services, the Administrative Assistant provides advanced administrative support to the Office of Accessibility Services and its personnel. Operates independently in prioritizing own workload in determining how best to accomplish work objectives. Proactively identifies, follows-through, and resolves various needs of the Office. Participates in special projects as required. Salary Grade: 108

Summary of Duties

1. Provides advanced administrative support to the Office of Accessibility Services by answering, screening, and responding to inquiries on behalf of those in the Office; drafting, typing, proofreading, and editing basic to complex documents; creating and maintaining confidential and sensitive files and records; opening, distributing, and independently and proactively responding to mail; maintaining inventory and ordering supplies; reviewing invoices and resolving discrepancies.

2. Keeps those supported continually aware of both routine and unusual work area situations requiring their prompt attention. Resolves routine to complex questions and uses own judgment to refer the more complicated issues to a higher level for resolution.

3. Anticipates information needed by those supported and independently takes necessary action to compile and disseminate information.

4. Speaks and acts on behalf of the Office of Accessibility Services regarding a variety of issues and topics that may cross College Divisions. Interacts directly with external contacts in a liaison capacity on behalf of those supported.

5. Supports the implementation of accommodations and services for individuals with disabilities.

6. Initiates and independently composes correspondence, often of a diversified, complex, technical, or confidential nature. Organizes and prepares complex documents and presentations requiring the integration of multiple office technology and software applications.

7. Participates in special projects, proactively tracking status of work in progress. Independently initiates necessary follow-up action to ensure adherence to established project timeframes and effectively collaborates with others to contribute to project completion. Independently conducts special projects on behalf of those supported and ensures project completion through the support or leadership of others.

8. Independently gathers, summarizes, and analyzes data and prepares various reports on behalf of those supported and as requested by others.

9. Maintains calendar for those supported, scheduling and recording appointments as requested. Arranges travel plans on behalf of those supported.

10. Accesses one or more department-specific databases to locate and retrieve information, input and update data, create new files, import and export data, and generate various complex reports. May design and implement program modifications and improvements. Performs troubleshooting, resolves technical operational problems, works with system upgrades and conversions, and may serve as a technical expert or liaison.

11. Interacts with individuals both within and outside of the College to gather, provide, clarify and resolve routine to complex information. Resolves daily work issues that may have both short- and long-term impact and may serve as a liaison between various College Offices. Assists students and employees with disabilities by providing office procedures and policies. May personally reconcile the more complicated, sensitive, and/or confidential issues.

12. Provides supervision to student workers and mentors or may serve as a group leader to provide guidance, direction, and training regarding work activities within assigned area.

13. Collects data from multiple sources both within and outside of the College, performs a variety of calculations, and conducts an analysis of all data for review by those supported.

14. Projects a positive self-image of professionalism, appearance, confidentiality, courtesy, conduct, honesty, fairness, and personal integrity at all times.

15. Performs various other administrative support activities, as needed or as assigned. Remains flexible and adaptable in work schedules and work assignments as defined by College and departmental needs.

16. Assists and contributes to the maintenance of the office webpage to provide updated procedures and policies for the Office of Accessibility Services

Qualifications

• High School diploma or equivalent required with a minimum of three years of related work experience.
• Effective communication and interpersonal skills. Working knowledge of standard office equipment.
• Computer proficiency with an emphasis on word processing, spreadsheet, and data management skills.
• Basic courtesy, tact, diplomacy, negotiation and influence skills, as well as effective problem-solving skills and the ability to operate independently, prioritize and organize own work schedule, multi-task, and meet established deadlines.
• Excellent typing, keyboarding, recordkeeping, and organization skills.

HCCC EMPLOYEE BENEFITS:
We value and appreciate all employees and acknowledge the importance of a comprehensive benefit program. Below is a brief glance of HCCC benefits, perks, and discounts offered to employees. For more detailed information about employee benefits please visit: https://www.hccc.edu/administration/hr/benefits-pensions.html

As a New Jersey First Act Employer, new employees must establish a primary residence in New Jersey within one year unless an exemption applies.

HCCC is an equal opportunity and affirmative action employer. We are committed to ensuring a diverse and inclusive learning and working environment. Decisions on employment are made on the basis of the qualifications of an individual for the particular position being filled. Women, veterans and minorities are encouraged to apply.

Job Type: Full-time

Pay: $44,955.17 - $71,928.27 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person