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Administrative Assistant III

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Position Type: Full-Time
Location: Elgin, IL
Experience Level: Entry-Level
Categories: Office Support
Role: Administrative Assistant III


About ECC:

Elgin Community College serves over 9,000 students at every stage of their educational journeys, including university transfer programs, career and technical education, continuing education classes, and adult basic education. As a community, we pride ourselves on nurturing a welcoming campus where every person—students, staff members, faculty members, and campus visitors—feels valued. The work of each ECC employee is central to the college’s mission, and as an employer, the college fosters a positive environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie.

Work Schedule:

8:00 AM to 5:00 PM Monday through Friday

Rate of Pay:

This position is a grade 11 with a minimum of $35,775 and a mid-point of $47,700. Salary offer will be commensurate with the education/experience, in alignment with the College’s compensation philosophy, and the current CBA, if applicable.


FLSA Status:


Grant Funded:


Job Summary:

An employee in this classification performs work of routine difficulty by providing administrative support to the department. Work is distinguished by the ability to collaborate and interact with the faculty, staff and students. Immediate supervision is received by the assigned manager.

Required Knowledge, Skills & Abilities:

  1. Associate's degree (AA) or equivalent from two-year college or technical school with a minimum of 3 years related administrative experience or equivalent combination of training and experience.
  2. Considerable skill in the use of the Microsoft Office Suite, including but not limited to Word, Excel, Access and Publisher
  3. Considerable skill in organizing work to meet established deadlines while maintaining attention to detail.
  4. Working skill in interpersonal interaction to be applied to a variety of individuals with differing education, ethnic and socio-economic backgrounds.
  5. Working skills in verbal and written communication.
  6. Working skill in operating a personal computer, applicable software and peripheral equipment as well as learning and adapting to new and updated programs and technology.
  7. Must be available to work a flexible schedule, including evenings and weekends when required by the department’s needs.

Desired Knowledge, Skills & Abilities:

  1. Working skill utilizing databases, including enterprise-wide databases (e.g. Colleague).

Essential Duties:

  1. Perform a variety of administrative and clerical duties for the department, including, but not limited to:
    1. Collect and prepare information for reports, proposals, documents, etc. Receive, sort, file and retrieve documents, exercising discretion when working with confidential information. 
    2. Research and process documents to update and maintain files/records.
    3. Establish and maintain filing systems.
    4. Compose, format and type routine correspondence, reports and other documents.
    5. Verify discrepancies and make corrections.
    6. Coordinate office and departmental activities.
    7. Coordinate calendars, schedules, training, travel arrangements, meetings and special events.
    8. Post information on college intranet and other electronic communication systems.
    9. Greet and assist office/department visitors.
    10. Answer and route telephone calls.
    11. Enter and retrieve data and information from computer systems and software applications.
    12. Disseminate information.
    13. Assist with projects that are central to the operation of the department/office. 
    14. Order office and program supplies, including arranging for equipment maintenance.
  2. Responsible for departmental accounting, including, but not limited to:
    1. Process requisitions for accounts payable.
    2. Initiate budget transfers.
    3. Monitor department budget accounts.
    4. Generate budget reports.
    5. Track general ledger accounts.
    6. Address payment inquiries.
    7. May reconcile department purchasing card expenses.
  3. Maintains required training, licensure and/or certifications
  4. Maintains confidentiality of privileged information and adheres to applicable privacy laws
  5. Demonstrates sensitivity, understanding and respect of diverse populations within the workplace.
  6. Maintains 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.
  7. Adheres to department guidelines for attendance and punctuality

Other Duties:

  1. Assist in the review and monitoring of leave requests, timesheet submission, and other human resources/payroll-related activities.
  2. 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.
  3. May order and distribute textbooks and supplemental materials for faculty.
  4. May assist in maintaining division course outlines using the college’s curriculum management software.
  5. Perform other job-related duties as assigned which pertain to the job description.
  6. Ability 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)

Visual Acuity:

Close visual acuity (e.g. computer, assembly)

Work Environment:

Moderate noise

Environmental Conditions:

Typical office or administrative

Current SSECCA Union Member Information:

The initial posting date for this position is 06/11/2024. Elgin Community College Support Staff Association (SSECCA) members that apply by 06/19/2024 and meet the posted minimum qualifications will receive full consideration.

Equal Employment Opportunity Statement:

Elgin Community College does not discriminate, or tolerate discrimination, against any member of its community on the basis of race, color, national origin, ancestry, sex/gender/gender identity, age, religion, disability, pregnancy, veteran status, marital status, sexual orientation, or any other status protected by applicable federal, state or local law in matters of admissions, employment, or in any aspect of the educational programs or activities it offers.

In addition, Elgin Community College provides reasonable accommodations to qualified individuals with disabilities to ensure equal access and equal opportunities with regard to employment practices, educational opportunities, and programs and services. If you need a reasonable accommodation for any part of the application and hiring process, please notify the College’s EEO/AA Officer. Determinations on request for a reasonable accommodation will be made on a case-by-case basis.


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