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jobs description

Description/Job Summary

The Administrative Assistant coordinates office services such as...
purchasing, records control, and other administrative activities;
interprets operating policies; and exercises independent judgment
in resolution of administrative problems. The position supports the
development of regular and ad-hoc reports and may perform duties of
a sensitive and confidential nature. The position also provides
direct secretarial support such as appointments, correspondence,
data compilation and filing. The Administrative Assistant is also
responsible to provide customer-oriented quality service to the
students, faculty, staff and guests of Baltimore City Community
College displaying exceptional organization, professionalism,
communications and attention to detail.
• Uses established systems (i.e. software) to organize and
efficiently keep track of information, data, time, and
• Provides quality service, information and assistance to
employees, students and visitors;
• Manages reception area, print/copy/fax stations and conference
• Performs varied office support duties including typing, faxing,
photocopying, filing and mailing;
• Maintains office equipment, common areas and office
• Prepares outgoing mail and distributes incoming mail;
• Establishes and maintains effective working relationships with
other employees, students, visitors and all members of the general
• Listens actively and responds to inquiries or concerns in order
to comprehend and assess needs, provide assistance, resolve
problems and satisfy expectations;
• Composes letters and memoranda for signature;
• Ensures accuracy of written communications by reviewing for
typographical errors, formatting and internal consistency;
• Greets visitors, answers phones and responds to inquiries or
directs callers and guests to appropriate staff;
• Assumes ownership of service issues and works within scope of
authority and appropriate guidelines and resources to meet needs
and resolve problems;
• Personally follows through to ensure that all problems,
questions, or complaints are resolved;
• Addresses disgruntled customers’ problems with courtesy, tact
and professionalism;
• Seeks out customer input to better understand their needs and
develops ideas for how to meet those needs;
• Maintains and continuously develops a working knowledge of the
services, operations and/or functions of the department/ work unit
in order to provide accurate information and assistance to the
• Promptly responds to requests and inquiries with accuracy and
• Suggests changes to enhance service and assists in the
implementation of improvements;
• Engages in ongoing professional development to remain abreast
of quality service best practices, trends, methods and
• Considers the impact on external or internal parties when
taking action or carrying out one's own job responsibilities;
• Develops and/or implements service and process
• Works to develop and maintain positive working relationships
with co-workers, customers and students;
• Ensures quality, accuracy, and completeness of work activities
and products;
• Plans activities in advance to insure that all assignments are
completed in a timely and quality manner;
• Checks, and rechecks work for mistakes before
• Follows established procedures to ensure consistency, accuracy
and completeness of work products and activities;
• Compares finished work to established expectations and
• Performs routine or repetitious tasks with care and
• Reviews work carefully for completeness and accuracy;
• Other related duties as assigned.

Required Qualifications

Minimum Qualifications:
• High School diploma
• Five years clerical/ administrative experience in complex
office environment
• Five years experience preparing reports, writing memos, and
formulating spreadsheets using Microsoft Office
Baltimore MD United States


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