Policies & Procedures Manual

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E.12 ADMINISTRATIVE ASSISTANT FOR ECCC SMALL BUSINESS DEVELOPMENT CENTER General Statement of the Function : The administrative assistant for the East Central Community College Mississippi Small Business Development Center reports directly to the Director of East Central Small Business Development Center and also performs administrative and office support activities for the Workforce Development Center. Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing as well as other general administrative assistant duties. Extensive software skills are required to input data into the MSBDC State Wide Center IC data system, as well as Internet research abilities and strong communication skills. Compose correspondence for own or manager’s signature • Research, draft or abstract reports • Arrange essential mail in priority action order for director/coordinators • Process replies on own initiative or from bosses’ dictation or notes • Check deadlines on incoming requests and put preliminary work in play • Read quarterly book reading and submit report to MSBDC State Office • Attend MSBDC Annual Director’s meetings • Attend bi-weekly internet conference calls via: WIMBA i.e. MSBDC • Input weekly objectives into Center IC system • Assist with preparing word processing documents, duplicating, assembling tests, for coordinator’s, teachers and other materials for their instructors and coordinators • Assist with customers seeking Workforce Development Services • Other duties as assigned 2. Phone • Handle all inquiries within my capacity • Arrange "callbacks" to maximize the SBDC Director/WDC Coordinators time • Provide back-up materials for callbacks • Route calls elsewhere as needed • Do phone surveys/inquiries as needed • Relieve switchboard operator as needed • Act as recording secretary; prepare action minutes as needed 5. Confidentiality • Maintain the professional courtesy of full confidentiality on all MSBDC client files and correspondence • Maintained client/customer relations • Assure discreet handling of all business 6. Visitors • Screen to control interruptions • Provide back-up data as needed • Arrange amenities as needed for meetings/workshops 7. Travel • Arrange travel, purchase requisitions, invoices, etc. through internal or outside agents • Prepare expense report tools for ECCC/ MSBDC Director Duties and Responsibilities : 1. Communication • 3. Appointments/Meetings 4. Prepare agenda in advance • Arrange meeting facilities