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Overview

Description

FIRST REVIEW APRIL 2, 2024 – OPEN UNTIL FILLED

$3,908 – $4,951 PER MONTH

$46,899 TO $59,411 PER YEAR

12 MONTHS / 40 HOURS PER WEEK POSITION

BASIC FUNCTION:
Under the direction of an administrator or manager, performs varied administrative duties in support of an instructional division having multiple departments or a single function of similar scope of service and to relieve the administrator of administrative and clerical detail; plans, coordinates, and organizes office activities and coordinates flow of communications and information for the administrator; prepares and maintains a variety of manual and automated records and reports related to assigned activities.

DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant II classification performs varied and responsible secretarial and administrative assistant duties requiring thorough understanding of a program or functional area.  Incumbents provide primary secretarial support to a manager of a large program or an assigned director. The Administrative Assistant III classification provides primary secretarial support to a director of a large department or area administrator.  Incumbents require thorough knowledge of organizational operations, policies and procedures, and assigned department or programs.  The Administrative Assistant I classification provides primary support to a manager of a program or secondary support to higher-level administrators.

Key Duties & Responsibilities

ESSENTIAL RESPONSIBILITIES:
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Essential responsibilities are designated by *.

  1. Monitors funds for income and expenditures; assists in ensuring expenditures do not exceed established budget limitations as assigned; calculates, prepares, and revises accounting and budgetary data; balances and reconciles assigned accounts and budgets as required. *
  2. Monitors and maintains Facility use; schedules both internal and community use of campus facilities; ensures community users have proper insurance and facility/custodial needs are scheduled. *
  3. Communicates with administrators, personnel, and outside organizations to coordinate activities, resolves issues and conflicts and exchanges information. *
  4. Monitors and maintains district van fleet scheduling and mileage maintenance for reporting to the business office. *
  5. Works with instructors, programs, and athletics, to coordinate competing schedules. *
  6. Requests and maintains all driver DMV records and coordinates drivers training with Human Resources. *
  7. Performs varied secretarial and administrative assistant duties in support of facilities, maintenance, transportation, and operations having multiple departments or a single function of similar scope and to relieve the administrator of administrative and clerical detail. *
  8. Plans, coordinates, and organizes office activities and flow of communications and information; ensures smooth and efficient office operations. *
  9. Serves as primary secretary to the assigned administrator; performs public relations and communication services for the administrator; receives, screens and routes telephone calls; takes, retrieves, and relays messages as needed; schedules and arranges appointments, conferences, and other events. *
  10. Inputs a variety of data into an assigned computer system; establishes and maintains automated records and files; initiates queries, develop spreadsheets, manipulates data, and generates various computerized lists and reports as requested; ensures accuracy of input and output data. *
  11. Composes a variety of materials such as inter-office communications, forms, letters, agenda items, labels, fliers, requisitions, contracts, and other materials; formats materials to meet program and office needs, independently or with direction. *
  12. Researches, compiles, and verifies a variety of data and information; computes statistical information for various reports as necessary; processes a variety of forms and applications related to assigned functions; duplicates and distributes materials as needed. *
  13. Coordinates, schedules, and attends a variety of meetings, workshops, and special events; prepares and send out notices of meetings; compiles and prepares agenda items and other required information for meetings, workshops, and other events; sets up equipment and supplies for meetings and other events as needed; takes, transcribes, and distributes minutes as directed; assists in the preparation of meeting materials and reports. *
  14. Assists in the budget development process by gathering and compiling required information; maintains budget records and files; prepares and inputs accounting forms such as purchase orders, payment vouchers; monitors budget and staffing requests. *
  15. Performs special projects and prepares various forms and reports on behalf of the assigned administrator; tends to administrative details on special matters as assigned.*
  16. Compiles, prepares, and maintains a variety of records, logs and reports related to programs, budgets, staff, projects and assigned duties; establishes and maintains filing systems; revises, verifies, proofreads, and edits a variety of documents. *
  17. Communicates with personnel and various outside agencies to exchange information and resolve issues or concerns. *
  18. Operates a variety of office equipment including a calculator, copier, fax machine, computer and assigned software. *
  19. Monitors and maintains work order requests and assigns appropriate maintenance tech or staff; prioritizes campus work orders by health and safety over general needs. *
  20. Monitors Facilities issued radio for general department communication and to monitor the maintenance emergency 5911 call line. *
  21. Receives visitors, including administrators, staff, parents, and the public; provides information or directs to appropriate personnel. *
  22. Exercises independent judgment in resolving a variety of issues; refers difficult issues to the administrator as needed. *
  23. Provides technical information and assistance related to program or organizational operations and related laws, rules, regulations, policies, and procedures. *
  24. Monitors and updates department or program website information, as directed. *
  25. Receives, sorts, and distributes mail. *
  26. Maintains appointment and activity schedules and calendars; coordinates travel arrangements and hotel reservations as necessary; reserves facilities and equipment for meetings and other events as needed. *
  27. Monitors inventory levels of office and designated supplies; orders, receives and maintains appropriate levels of inventory as required; prepares, processes and codes purchase orders and invoices as assigned; arranges for billings and payments as directed. *
  28. Provides work direction and trains staff as assigned. *
  29. Attends a variety of meetings and coordinate events related to position as assigned; serves on committees that involve staff from multiple departments; records proceedings and maintains committee records. *
  30. Some travel required; drives a vehicle to conduct work.
  31. Performs related duties that support the overall objective of the position.

 

Minimum Qualifications

  • High School graduation or General Educational Development (GED) supplemented by college-level course work in secretarial science or related discipline; AND
  • Three (3) years of increasingly responsible administrative t experience involving frequent public contact.
  • Or, any combination of education and experience which would provide the required qualifications for the position.

DESIRABLE QUALIFICATIONS: 

  • Associate degree with coursework in office management, business administration, or related discipline.

Other Details

Knowledge of:

  • District and college policies and procedures related to the area of assignment.
  • California Education Code as it relates to the area of assignment.
  • Department or program organization, operations, terminology, policies, and objectives.
  • Terminology, policies, and practices of assigned office, programs, and activities.
  • Office management techniques and procedures.
  • Electronic and manual record-keeping, filing, file sharing, and filing systems methods and techniques.
  • Effective communication skills, both verbally and in writing.
  • Business letter and report writing, editing, and proofreading.
  • Telephone and public relations techniques and etiquette.
  • Methods, procedures, and terminology used in clerical accounting work.
  • Modern office practices and procedures and the operation of office equipment, computers and assigned software.
  • Proper English usage, spelling, grammar, and punctuation.
  • Data control procedures and data entry operations.
  • Interpersonal skills using tact, patience, and courtesy.
  • Methods of collecting and organizing data and information.
  • Mathematic calculations.
  • Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Ability to:

  • Independently perform the essential responsibilities of the position.
  • Plan, coordinate, organize, and prioritize workload to meet schedules and timelines.
  • Perform varied and responsible secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail.
  • Plan, coordinate, and organize office activities and flow of communications and information for the administrator.
  • Ensure smooth and efficient office operations.
  • Learn organizational operations, policies, and objectives.
  • Learn, interpret, apply, and explain laws, codes, rules, regulations, policies, and procedures.
  • Compose correspondence and written materials independently or from oral instructions.
  • Perform a variety of clerical accounting duties in support of the assigned department or program.
  • Type or input data at an acceptable rate of speed.
  • Answer telephones and greet the public courteously.
  • Complete work with many interruptions.
  • Compile and verify data and prepare reports.
  • Maintain a variety of records, logs, and files.
  • Utilize a computer to input data, maintain automated records and generate computerized reports.
  • Work independently with little direction.
  • Communicate effectively both verbally and in writing.
  • Add, subtract, multiply, and divide with speed and accuracy.
  • Establish and maintain cooperative and effective working relationships with others during the course of work.

LICENSES AND OTHER REQUIREMENTS

  • May be required to possess or demonstrate an ability to obtain, a valid driver license, if driving is required as an essential responsibility of the position.
  • May be required to travel for various off-site meetings, trainings, conferences, workshops, and/or events in support of the overall objective of the position.
  • Occasional travel is expected for this position.

PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this class.

Physical Demands
While performing the duties of this classification, employees are regularly required to sit or stand for extended periods of time; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel, operate personal computers and other standard office equipment; and reach with hands and arms; bend at the waist, kneel or crouch to file materials.

Specific vision abilities required by this job include close vision, ability to distinguish basic shades and colors and the ability to adjust focus.

Employees are frequently required to walk and stand and occasionally lift up to 25 pounds. 
 
Mental Demands
While performing the duties of this classification, incumbents are regularly required to use written and oral communication skills; read and interpret data information, and documents; use math and mathematical reasoning; analyze and solve problems; learn and apply new information and skills; perform highly detailed work on multiple, concurrent tasks; use math and/or mathematical reasoning; perform highly detailed work under changing intensive deadlines on multiple, concurrent tasks; and interact with District administration, management, staff, students, vendors, the public, elected officials, and others encountered in the course of work, some of whom may be dissatisfied or disruptive.

Work Environment
The work environment described herein are representative of those an employee encounters while performing the essential functions of this classification. Incumbents in this classification may encounter frequent interruptions by college personnel, students, and the public.

Employees work under typical office conditions, with constant interruptions; noise levels may vary depending on activities of the office, division, or department; drives a vehicle to conduct work.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
The Americans with Disabilities Act (ADA) requires us to identify the essential (*) duties/functions of the position. We have indicated those duties with an (*)on the job description.

Minimum Education and Experience

Minimum Months of Experience: 36
Education Required: High School
Hiring Requirements for This Job:
  • Background Checks
  • Minimum Hourly Wage: 22.54
    Maximum Hourly Wage: 28.56