Administrative Associate - LCTCS, Northshore

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ADMINISTRATIVE ASSOCIATE

YouthBuild - Bogalusa

Job Announcement

Northshore Technical Community College is accepting applications for a full-time, unclassified Grant Funded, position domiciled at YouthBuild Bogalusa.

Applications will be accepted until position is filled, with preference being given to those received on or before June 25, 2020. All applicants are subject to a background check, in accordance with NTCC Policy HR-020, a criminal history check will be conducted on all new hires. NTCC participates in the federal E-Verify system for identification and employment eligibility purposes.

To apply please submit: (1) a letter of application, (2) a resume and (3) official transcript (no copies, will accept e-scripts) to:

Attention: Hiring Manager
Northshore Technical Community College
65556 Centerpoint Boulevard
Lacombe, LA 70445
Telephone number: 985-545-1262
Email: resumes@northshorecollege.edu ________________________________________________________________________________

Job Summary:

The Administrative Associate’s responsibilities include greeting guests, scheduling meetings and appointments, making office supplies arrangements, and providing general administrative and program support to the YouthBuild Program Director and the entire YouthBuild Program. Serves as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues. Coordinates the provision of office and staff support to the YouthBuild Program, and oversees and/or participates in the coordination, supervision, and completion of special projects and/or events. Many serve on a variety of committees in a support capacity.

QUALIFICATIONS:

Minimum Qualifications:

Bachelor’s degree from an accredited college/university in the field of Business Administration or a related field, and two years related work experience; or an Associate’s Degree with seven (7) years related work experience in office management.

RESPONSIBILITIES:

60% Provide administrative support services, fiscal management and remedial assistance to the YouthBuild Bogalusa Program. Assists the YouthBuild Program Director in managing daily operations of the program. Provide Program Director with weekly progress and monthly financial reports. With the Program Director, reviews and approves records of grant financial transactions to ensure that transactions have received proper authorization, are legitimate and

follow technical college and granting agency requirements, and are accurate and complete. Assist with preparation and monitoring program budget – monitors and forecasts program revenues and expenditures. Prepares separate and combined statements of revenues, expenditures, and changes in fund balance(s). Assist with accounts payable and accounts receivable functions. Upon approval from Program Director, submits purchase requisitions and purchase orders to the fiscal department of NTCC. Ensures through the NTCC financial network that all vendors are paid in a timely manner for products or services provided. Processes all data contained on student time sheets, maintains participant payroll accounts, enters relevant data for processing participant checks, receives and distributes participant pay checks, and as part of a broader disciplinary program designed to ensure appropriate participant time and attendance, develops and distributes probationary letters and termination letters to students who violate program time and attendance requirements. Informs students of attendance contract violations and provides documentation for the file on students who are terminated for violations.

30% Interview with, other members of the YouthBuild team, program applicants for inclusions in the YouthBuild program. Receives and refers incoming program messages. Prepare and type reports, records and other correspondence as needed. Order and maintain supplies for office staff. Participate in weekly staff meetings and Youth Leadership meetings as required.

10% Perform other duties as assigned by the YouthBuild Program Director

*This position is a full-time temporary position that is grant funded. Should the grant funds not be renewed, then the position may be cancelled.

Skills/Abilities/Knowledge:

1. Skills/Abilities: Application and intermediate knowledge of office practices and procedures. Intermediate computer skills. Effective phone etiquette skills. Must be able to communicate effectively in both written and verbal form. Must maintain confidentiality of work related information and materials. Must establish and maintain effective working relationships. Excellent customer service skills. Should have knowledge of document-imaging technology. Must be able to maintain current social media websites.

2. Equipment Used: Personal Computer and other equipment associated with a general office environment (copier, telephone, fax, etc.)

3. Software Used: A variety of word-processing, spreadsheet, database, e-mail, and presentation software.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

INTERPERSONAL SKILLS:

Alternative or combined skills in understanding, counseling, and/or influencing people are important in achieving job objectives, causing action, understanding others, or changing behavior; and, skills of persuasiveness or assertiveness, as well as sensitivity to the point of view of others.

WORKING CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The incumbent will be located in a busy, open area office and is faced with constant interruptions and must meet with others on a regular basis. The incumbent must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering financial information which requires attention to detail and high levels of accuracy. There are a number of deadlines associated with this position, which may cause significant stress. The incumbent must also deal with a wide variety of people on various issues.

Northshore Technical Community College is an Equal Opportunity Employer

In compliance with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, and Section 504 of the Rehabilitation Act of 1973, this Educational Agency upholds the following policy: Northshore Technical Community College campuses assure equal opportunity for all qualified persons without regard to race, religion, sex, national origin, age, handicap, marital status or veteran's status in admission to, participation in, or employment in the program and activities of this system. Each campus welcomes handicapped individuals and has made buildings accessible to them.


Administrative Associate - LCTCS, Northshore

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