Taylor Office Assistant

Position Summary & Essential Duties The following duties, responsibilities, Knowledge, Skills and Abilities (KSA’s), and physical requirements are intended to describe the general nature and level of work being performed. The information listed below is not intended to be construed as a complete listing of all duties, responsibilities, KSA’s, and physical requirements required of this position since changes to the position may occur at any time or additional requirements that may be added over the course of time. SUMMARY: Under direct supervision, the incumbent performs a wide variety of office support, secretarial and receptionist duties related to application processing, student contact, and/or data coordination at EWCHEC-Taylor. Incumbent is responsible for assisting students and visitors with guidance in the enrollment process including admission, financial aid, registration, and policies and procedures. Compose letters and correspondence. Relay and resolve telephone and walk-in inquiries. Schedule calendar, meetings, and answer inquiries concerning activities and operation of the Center. Make travel arrangements. Create, maintain, and process records and forms. Perform data entry on a personal computer using various software programs. Perform a wide variety of typing assignments that are sometimes confidential in nature. Perform simple to moderately complex mathematical calculations. Qualifications (Required and Preferred) Required – High School Diploma or GED equivalency and two (2) years directly related work experience. Preferred – Associate Degree from an accredited college or university with degree concentration in related field. Two (2) years of experience working in customer service capacity within an educational environment. Job Duties and Responsibilities The incumbent will: Perform a wide variety of data-entry assignments, sometimes confidential in nature, which utilize software that includes the College database, scanning software, and Microsoft Office products. Greet and direct visitors and students in a manner consistent with contemporary practices of customer service through direct contact, e-mail, fax, and telephone inquiries. Accept, screen, and route telephone calls. Maintain activity log as required. Answer inquiries concerning activities and operations of the Center. Maintain calendar of departmental activities. Work with faculty, staff, and students representing any of the colleges offering courses at EWCHEC-Hutto. Act as a first contact between student(s) and other college departments and refer students(s) to appropriate offices as needed. Serve as the primary contact person for the Enrollment Services team when needed to greet visitors, answer telephones, make appointments, and proctor exams. Sort, screen, and distribute incoming and outgoing mail. Prepare copies, scan and/or email documents and send faxes. Assist in events planned and held at the Center for prospective, new and current students as well as the general public. Maintain knowledge of current processes, procedures, and regulations regarding areas of responsibility which includes FERPA. Create, maintain, process, and update files, records and other documents for students and employees at the Center. Order, maintain inventory of, and distribute office supplies. Perform basic bookkeeping functions, which may involve simple billing and cash receipt activities and assist in the preparation of the departmental budget. Assist in preparation of annual report and accreditation processes that apply to the assigned department. Perform job-related duties as assigned. SOCIAL CONSTRUCTS REQUIRED OF POSITION: Display empathy and positive regard for others in written, verbal and non-verbal communications. Work with colleagues and students by practicing punctuality, respect for deadlines, collaborative problem solving, and honest communication. Be friendly and collegial with co-workers, faculty, students, staff, and visitors to the campus. Build trusting relationships by acting with integrity, courtesy, and responsibility, even in the face of stress or demanding workplace conditions. Maintain proficiency as needed and approved by attending trainings, reading job-related materials, and meeting with others in area of responsibility. Dress appropriately for a workplace with frequent customer service interaction and community outreach. Meet all required standards of confidentiality. Keep work areas in a clean and orderly manner. Knowledge Skills and Abilities & Physical Demands KNOWLEDGE: Knowledge of utilizing Microsoft Office products. Basic accounting knowledge. Knowledge of FERPA SKILLS: Customer courtesy, friendliness, and receptionist skills. Word processing, data entry or typewriting skill ABILITIES: Ability to communicate effectively, both verbally and in writing. Ability to read, write, and understand verbal and written instructions, short correspondence and memos. Ability to maintain calendars and schedule appointments. Ability to understand, follow, and enforce safety procedures. The ability to interact with students, faculty, staff, and customers of the college. Ability to calculate simple to moderately complex mathematical equations. PHYSICAL EFFORT: Light to moderate physical activity is required with occasional lifting of objects up to 20 pounds. A considerable amount of data entry is required so keyboard manipulation, typing speed, and accuracy is mandatory. WORKING CONDITIONS: Work is normally performed in an interior/office work environment. Travel may be required to other offsite centers or to main campus. WORK SCHEDULE: 8:00 AM to 6:00 PM Monday through Thursday with an hour lunch break. 8:00 AM to 12:00 PM on Friday. Summer Schedule: 7:30 AM to 6:00 PM Monday through Thursday with a half-hour lunch break. This is an on-site position. Essential duties of the role must be performed in-person, during prescribed work hours. TRS/ORP: TRS only SUPERVISORY DUTIES: May supervise student workers. REPORTS TO: Office Manager, EWCHEC-Taylor TEMPLE COLLEGE BENEFITS To enhance the employment opportunity you may be seeking, Temple College offers a competitive array of benefit options to select from, some of which are fully paid for by the college. Listed below is a summary of benefits currently offered for full-time employees. Part-time employees are eligible for specific benefits on a pro-rated basis. MEDICAL AND OPTIONAL INSURANCE COVERAGE BENEFIT OPTIONS The Medical and optional insurance coverage benefit options listed below are offered through Temple College by the Employees Retirement System (ERS) of Texas. Please visit ERS at https://www.ers.texas.gov/ for further information. MEDICAL: Eligible full-time employees can choose from the following medical programs which begin the first day of the month following the 60th day of employment: HealthSelect of Texas "Blue Cross Blue Shield" (PPO) Consumer Directed HealthSelect "Blue Cross Blue Shield (HSA) Medical plans include prescription coverage. Employee medical coverage monthly premiums are fully paid for by the college and the college pays for one-half (1/2) of the cost of dependent care coverage monthly premiums. OPTIONAL BENEFITS: Dental (PPO and HMO), Vision, Optional Term Life Insurance, Voluntary Accidental Death and Dismemberment, Dependent Term Life Insurance, Short-term and Long-term Disability, Texa$aver (457 plan), TexFlex-Health and Dependent Care Reimbursement. Optional benefits are employee paid but are offered at very competitive rates. ANNUAL AND SICK LEAVE ACCRUALS ANNUAL LEAVE ACCRUALS: Regular, full-time twelve (12) month faculty and staff accrue Annual Leave as follows: Years of Service: 0 through 5 Accrual Rate (Maximum Accrual Hours per Month) = 8 Accrual Rate (Maximum Accrual Hours per Year) = 96 Years of Service: 6 through 10 Accrual Rate (Maximum Accrual Hours per Month) =10 Accrual Rate (Maximum Accrual Hours per Year) =120 Years of Service: 10 plus years Accrual Rate (Maximum Accrual Hours per Month) =12 Accrual Rate (Maximum Accrual Hours per Year) =144 Annual leave may be accrued up to a limit of 240 hours with special provisions allowing for annual accruals above that limit. Faculty with contracts less than 12 months do not accrue Annual Leave but are provided with 20 hours of personal time per fiscal year. SICK LEAVE ACCRUALS: Faculty and Administrative Staff: Accruals of 8 hours per month. Sick Leave may be accrued up to a limit of 1040 total hours. Faculty with contracts less than 12 months will receive accruals during the summer semester if they instruct during that time. ADDITIONAL INFORMATION HOLIDAYS: Recognized college holidays, in addition to Annual and Sick leave accruals, include Labor Day, Thanksgiving Break, Winter Break, Martin Luther King Day, Spring Break, Good Friday, Memorial Day and Independence Day. PAYROLL: Employees are paid by direct deposit through the last working day of the month. Actual deposits are paid on the last working business day of the month. All benefit deductions are taken at that time. RETIREMENT: Temple College is one of the few community colleges in the state of Texas to be permitted Federal Social Security deductions. Temple College is a Section 218 employer. All regular employees are mandated by the Texas State Legislature to enroll in either the Teacher Retirement System (TRS) or the Optional Retirement Program (ORP) however, ORP participation is based upon position. All faculty members are eligible to participate in either TRS or ORP. A list of ORP providers is available. Please visit TRS at https://www.trs.texas.gov/Pages/Homepage.aspx for further information. Contribution: Member: Teacher Retirement System (TRS) = 8.0% of annual salary Employer: Teacher Retirement System (TRS) = 7.75% of member's annual salary Contribution: Member: Optional Retirement Program (ORP) = 6.65 % of annual salary Employer: Optional Retirement Program (ORP) = 6.6% of annual salary Tax Sheltered Annuities (TSAs) also known as Tax Deferred Annuities (TDAs) are available to all employees who are eligible to participate in the TRS/ORP retirement program and who wish to participate in this program. This participation is voluntary and contributions are made from the employee's salary. A list of providers is available. MISCELLANEOUS LEAVE: Family and Medical Leave (FMLA), Jury Duty, Bereavement, Deteriorating weather, and Military training. WORKERS COMPENSATION: If an employee is injured on the job, Temple College, through its Worker Compensation Program, pays all authorized hospital, nursing, and physician's fees. Additional benefits may be available. HOURS OF OPERATION: Regular Schedule: Monday - Thursday: 8:00 a.m. – 6:00 p.m. Friday: 8:00 a.m. – 12:00 p.m. Summer Schedule: Monday - Thursday: 7:30 a.m. - 6:00 p.m.