Administrative Assistant III - SBCT

About the role

ECC Elgin Community College serves over 9,000 students across various educational programs. The college fosters a welcoming environment where everyone feels valued. As an employer, ECC supports a positive work culture through professional challenges, benefits, and opportunities for recognition and camaraderie.

Work Schedule

Mondays through Fridays, 8:00 AM - 5:00 PM

Pay

This is a Full-Time Support Staff position at grade 11, with an annual salary range of $36,859 to $49,145. The salary offer is based on education and experience, aligned with the College’s compensation philosophy and the Collective Bargaining Agreement (CBA), if applicable.

Benefits

• Medical, Dental, Vision Insurance
• Life and Long-Term Disability Insurance
• Flexible Spending Account (FSA, DCA, Commuter)
• Retail Plans (Pension, 457b, 403b)
• Time Off with Pay
• Professional Development/Expense
• Tuition Reimbursement
• Employee Assistance Program (EAP)
• Sick Banks

Job Summary

The 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

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

Essential Duties

• Collect and prepare information for reports, proposals, documents, etc.
• Receive, sort, file and retrieve documents, exercising discretion when working with confidential information.
• Research and process documents to update and maintain files/records.
• Establish and maintain filing systems.
• Compose, format and type routine correspondence, reports and other documents.
• Verify discrepancies and make corrections.
• Cook up and maintain office and departmental activities.
• Cook up and maintain calendars, schedules, training, travel arrangements, meetings and special events.
• Post information on college intranet and other electronic communication systems.
• Greet and assist office/department visitors.
• Answer and route telephone calls.
• Enter and retrieve data and information from computer systems and software applications.
• Disseminate information.
• Aid in projects that are central to the operation of the department/office.
• Order office and program supplies, including arranging for equipment maintenance.
• Responsible for departmental accounting, including, but not limited to: Process requisitions for accounts payable. Initiate budget transfers. Monitor department budget accounts. Generate budget reports. Track general ledger accounts. Address payment inquiries. May reconcile department purchasing card expenses.
• Maintain required training, licensure and/or certifications.
• Maintain confidentiality of privileged information and adhere to applicable privacy laws.
• Demonstrate sensitivity, understanding and respect of diverse populations within the workplace.
• Maintain an understanding of the work of colleagues to effectively provide backup and/or support for co-workers during times when the division is short-staffed or experiencing an increased volume of work.
• Adhere to department guidelines for attendance and punctuality.

Other Duties

• Assist in the review and monitoring of leave requests, timesheet submission, and other human resources/payroll-related activities.
• May assist in inputting the division’s course offerings each semester into the college’s enterprise-wide database system (e.g. Colleague), maintain changes/updates, coordinate faculty contracts and resolve room conflicts.
• May order and distribute textbooks and supplemental materials for faculty.
• May assist in maintaining division course outlines using the college’s curriculum management software.
• Perform other job-related duties as assigned which pertain to the job description.
• Able 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)

Environmental Conditions

Moderate noise

Work Environment

Typical office or administrative