Administrative Assistant II (Front Desk Reception)

Administrative Assistant II � CTC Front Desk Job Title: Administrative Assistant II � CTC Front Desk Terms of Employment: 12-month contract; 240 days FLSA Status: Non-Exempt Reports To: Director, Assistant Director, Director of Student Services Brief Description of Position The Administrative Assistant II � CTC Front Desk is responsible for providing professional administrative and customer service support for the Cape Girardeau Career and Technology Center.

This position serves as a primary point of contact for students, parents, staff, instructors, adult education students, visitors, and community members. The Administrative Assistant II is responsible for front desk operations, student enrollment, registration, payments, room reservations, building calendar management, records, and administrative support for CTC programs.

The position requires the ability to manage multiple responsibilities, maintain accurate records, protect confidential information, and provide excellent customer service. Required Qualifications High school diploma or equivalent. Proficiency in Microsoft Office programs, including Word, Excel, and PowerPoint. Ability to meet and deal with the public in a gracious, professional, and tactful manner.

Ability to interact effectively with students, parents, staff, instructors, and community members. Ability to maintain confidentiality at all times. Ability to work effectively on multiple tasks while also working independently and completing assignments by established deadlines. Ability to handle frequent interruptions and changing priorities.

Considerable knowledge of business English, general vocabulary, spelling, arithmetic, and modern office practices. Ability to operate various types of office equipment and technology required for the position with accuracy.

Essential Duties and Responsibilities

Answer telephones, greet visitors, open the front doors, and provide assistance at the front desk and service window. Enroll students in CTC and Adult Education classes, answer questions, process payments, and maintain accurate student records. Maintain student accounts, including payments, financial aid, A+ funds, refunds, payment plans, collections, and account adjustments.

Maintain sponsored student, scholarship, dual-enrolled, and nine-month technical student records and files. Schedule interviews for adult students in nine-month technical programs and maintain related documentation. Maintain the CTC building calendar, including room reservations, rentals, meetings, and room setups. Prepare and distribute a monthly building calendar for custodial staff showing room reservations and required setups.

Process purchase orders, invoices, check requests, deposits, refunds, contracts, payroll documents, and other financial or purchasing records. Assist with Adult Education enrollment, class management, certificates, supplies, textbooks, contracts, payroll, and other program needs. Maintain and update classes and student information in ACEware, Student Manager, Authorize.

net, and other applicable systems. Assist with liability insurance documentation and other required program records. Provide copying, printing, filing, and other administrative support to CTC instructors and administrators. Maintain confidentiality of student, financial, personnel, and other sensitive information. Perform other duties and responsibilities as assigned by the Director, Assistant Director, or Director of Student Services.

Physical Demands/Environmental Factors Ability to work in a climate-controlled building as well as in inclement weather when necessary. Ability to stand, walk, and move around for extended periods of time. Ability to see and read, with or without vision aids, a computer screen and printed materials and to distinguish colors.

Sufficient hearing to understand speech at normal room levels and to hear and understand speech on the telephone. Manual dexterity to operate a telephone, computer, office equipment, and other technology using both hands. Ability to communicate effectively and efficiently with sufficient volume to be heard during normal conversation and on the telephone.

Ability to exert up to 30 pounds of force to lift, carry, push, pull, or otherwise move objects. Ability to lift, bend, stoop, pull, grasp, and carry a variety of objects of different shapes and sizes. Ability to work effectively in a busy front office environment with frequent interruptions and changing priorities.