This position is grant funded through September 13, 2013, and is covered by the provisions of a collective bargaining agreement, including a fair share clause. Health and dental benefits are NOT provided. Continuation of the position is contingent upon future funding
The candidate selected will serve a twelve (12) month probationary period. This posting will be used to fill similar vacancies that occur within three months of the closing date.
Hours: This is a part-time, 19 hours per week, 52 weeks per year position, working 8:00 am – 12:00 pm, Monday-Friday. Some evening and weekend hours may be required. Schedules are subject to change by the supervisor.
Organizational Function and Responsibilities:
This position provides administrative support for the Rural High School Equivalency Program ( HEP ). HEP assists migrant and seasonal farm workers and their immediate family members obtain the equivalency of a High School diploma and subsequently gain employment or enroll in a career program in an institution of higher education or enter the military.
This position performs regular clerical duties such as office and phone reception, create and maintain student files, prepare bilingual correspondence, handles all mail merges and individual mailings, take minutes in meetings, handles all purchasing responsibilities and associated budget preparation, maintain and prepare all stipend reports for review, maintain inventory of program materials and hardware, student enrollment and client reporting. This position works independently majority of the time, and will work in a cross functional manner with other support staff.
This position reports to the High School Equivalency Program ( HEP ) Administrative Manager.
The following are duties typically expected of this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
1. Maintains alpha and numeric filing systems, utilizing both paper and electronic systems.
2. Serves as receptionist for HEP Downtown Education Center office providing information to students/visitors. Performs basic clerical duties including:
a. Preparing forms, memoranda, correspondence and reports.
b. Collecting, assembling and organizing materials and data for complex reports.
c. Responding to telephone requests and inquiries.
d. Relieving others for breaks and other absences as assigned.
e. Preparing requisitions and receiving goods and services.
f. Assisting in preparation of budget materials.
g. Processing incoming and outgoing mail, including electronic mail.
h. Maintaining appointment and meeting schedules, obtaining meeting rooms when necessary.
i. Composing letters and other correspondence for own or supervisor’s signature.
j. Recording and preparing minutes of meetings.
3. Assists in the analysis of data used for reporting and research purposes.
4. Responds to questions and requests from other units, referring individuals to other units or sources when appropriate.
5. Becomes familiar with all functions and operations of the unit and provides back up support.
6. Communicates established district policy upon request.
7. Demonstrates a commitment to the college values of excellence, respect and integrity.
Knowledge, Skills, and Abilities
1. Knowledge of modern office practices, grammar, spelling, punctuation and proper English usage.
2. Ability to operate basic office machines including, but not limited to the following: Cisco phone system, microcomputers, photocopiers, calculators, FAX , scanners, etc.
3. Ability to type/keyboard at 50 net words per minute.
4. Ability to use IBM and Macintosh microcomputers utilizing spreadsheet and database software packages.
5. Ability to perform basic mathematical calculations and work with complex formulas (e.g., student registration).
6. Ability to analyze/reconcile data derived from different sources or documents.
7. Ability to coordinate own work with that of others, to review the work of others and maintain appropriate quality standards for assigned units of work.
8. Skill in establishing and maintaining effective working relationships.
9. Skill in communicating effectively with Madison College students, staff and general public.
10. Skill in communicating effectively, both orally and in writing.
11. Demonstrated skill in communications and human relations with populations of diverse socio-economic and racial backgrounds.
1. One year post-secondary education from an accredited college or university or training, or one year (2000 hours) of responsible office clerical work experience directly related to the skills required for successfully performing this position.
Experience used as an equivalent of an educational requirement is in addition to any experience required by the position. *
2. One year (2000 hours) of progressively responsible office clerical work experience.
3. Bilingual in English and Spanish required (fluent in reading, writing and speaking both languages).
Special Instructions to Applicants:
With campuses in Madison, Fort Atkinson, Portage, Reedsburg and Watertown, Madison College serves more than 40,000 students throughout a...