Administrative Assistant II, Upward Bound

Overview

Description

Key Duties & Responsibilities

Perform a variety of clerical and secretarial duties to relieve the administrator of administrative and clerical detail; assist in assuring smooth and efficient office operations; coordinate flow of communications and information for the administrator. Serve as secretary to the assigned administrator; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences and other events.
Compile information and prepare and maintain a variety of records, logs and reports related to programs, students, financial activity, budgets, grants, payroll, attendance, staff and assigned duties; establish and maintain filing systems; review, revise, verify and proofread a variety of documents. Maintain databases, archives and student files for department. Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries and generate various computerized lists and reports as requested; assure accuracy of input and output data. Research, compile and verify a variety of data and information; compute statistical information for various reports as necessary; process a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed.
Receive visitors, including administrators, staff, parents and the public and provide information or direct to appropriate personnel; respond to inquiries and provide information and assistance related to office or program operations, activities, policies and procedures.
Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, agenda items, labels, fliers, invitations, ads, posters, requisitions, handbooks, newsletters, brochures, certificates and other materials. Coordinate, schedule and attend a variety of meetings and events; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, summer programs, workshops and other events; set up supplies for meetings; take, transcribe and distribute minutes as directed.
Provide specialized technical assistance and support to students and staff as needed; direct, train and monitor student assistants.
Perform a variety of clerical accounting duties in support of assigned program or office as assigned; monitor funds for income and expenditures; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required.
Communicate with personnel and various outside agencies to exchange information and resolve issues or concerns.
Operate a variety of office equipment including a calculator, copier, fax machine, computer, camera and assigned software.
Receive, sort and distribute mail; prepare and distribute informational packets and bulk mailings as directed.
Maintain appointment and activity schedules and calendars; coordinate travel arrangements and hotel reservations as necessary; reserve facilities and equipment for meetings and other events as needed; arrange for substitute personnel as required.
Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory as required; process purchase orders and invoices as assigned.
Perform related duties as assigned.

Minimum Qualifications

1. Any combination equivalent to:  high school diploma or GED and two years of clerical or secretarial experience involving frequent public contact.

Other Details

KNOWLEDGE AND SKILLS

• Modern office practices, procedures and equipment.
• Policies and objectives of assigned programs and activities.
• General functions, policies, rules and regulations of a community college.
• Applicable Education laws, codes, regulations, policies and procedures.
• Educational semester terms and practices for High School and College students.
• General terminology, practices and procedures of assigned office.
• Record-keeping and filing techniques.
• Business letter and report writing, editing and proofreading.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Principles and practices of data processing and budgets.
• Interpersonal skills using tact, patience and courtesy.
• Operation of office equipment, computer and assigned software.
• Oral and written communication skills.
• Methods of collecting and organizing data and information.
• Mathematic calculations.
• Public relations techniques.
• Perform a variety of clerical and secretarial duties to relieve the administrator of administrative and clerical detail.
• Coordinate flow of communications and information for the administrator.
• Assist in assuring smooth and efficient office operations.
• Compose correspondence and written materials independently or from oral instructions.
• Perform a variety of clerical accounting duties in support of 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.
• Operate office equipment, computer and assigned software.
• Utilize a computer to input data, maintain automated records and generate computerized reports.
• Establish and maintain cooperative and effective working relationships with others.
• Maintain security and confidentiality of specified records and information.
• Meet schedules and time lines.
• Work independently with little direction.
• Communicate effectively both orally and in writing.
• Add, subtract, multiply and divide with speed and accuracy.

Minimum Education and Experience