Administrative Assistant II, Admissions and Records

Job Title

Under general supervision, performs a broad range of secretarial, administrative, and technical assistance functions for an administrator; required to control the release of sensitive information and to exercise frequent independent judgment within the assigned areas of responsibility, with the latitude for initiating action on behalf of the supervisor.

Responsibilities

Positions in this classification are assigned some combination of the following duties:

• Compiles information, prepare and process complex documents such as class schedules, college catalog, master dictionary, curriculum guides, and procedure manuals according to established guidelines.
• Assist in the development and preparation of reports, board items, budgets, and grant proposals; verify information and calculations; collect data and provides research assistance for various studies and reports; assist in the monitoring of budget expenditures, research variances and discrepancies, and recommend changes to budget accounts; prepare and process purchase orders and requisitions.
• Prepare, process, or verify personnel documents; assist in the notification and processing of evaluations; and prepare and secure employee timesheets and leave statements.
• May function as office coordinator for a college service area; coordinate work of clerical staff in various component programs; assess hourly staff skill levels and provide or arrange training as needed; coordinates accounting systems of component programs.
• Serve as liaison between supervisor, program, or division, and various groups such as other college staff, students, or community groups.
• Provide technical assistance to other staff in areas such as budget preparation, recordkeeping, editing, computer, and software usages.
• Attend meetings on behalf of supervisor as assigned.
• Monitor progress of assigned projects; maintain complex recordkeeping systems and schedules; assist instructional staff in developing and coordinating class schedules.
• Coordinate specific activities and events of assigned office and arrange for ancillary services. Such activities may include student government elections, program registration, classes, seminars, conferences, and fund-raising events.
• Maintain updated knowledge and records of regulations and requirements applicable to assigned office; monitors transactions, programs, and services to ensure compliance.
• Organize office systems; recommend policies, procedures, and program activities.
• Maintain calendars, schedule appointments, arrange meetings, make travel arrangements.
• Type, edit, and format a variety of instructional and administrative materials; compose correspondence from general instructions; may take and transcribe dictation and prepare minutes of meetings.
• Use a variety of office equipment including word processor, computer terminal, printer, calculator, and copy machines.
• Sort and distribute mail; answer phones; screen and route calls and visitors; provide information to staff, students, and the public regarding programs and functions of assigned office.
• Maintain a variety of logs, files, and records including files of a supervisory and/or sensitive nature; control the release of sensitive information to authorized personnel.
• May maintain and audit financial records related to assigned office, monitor budgets, and collect and account for money, disburse checks, and assist in budget preparation.
• Provides technical assistance in requisition processing and scheduling classes.
• Performs related duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS

• Demonstrated evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds in a community college environment.
• Any combination of education, training, and experience that provides the required knowledge, skills, and abilities. An example of this would be completion of high school with responsible secretarial or administrative support experience involving extensive public contact and interfacing with various levels of management.
• Knowledge of proper English usage, grammar, vocabulary, punctuation, and spelling; and ability to prepare business correspondence.
• Knowledge of arithmetic; ability to analyze documentation for accuracy, completeness, and compliance with required procedures and regulations.
• Ability to type 60 net words per minute; take and transcribe meeting notes; and operate computer systems used in assigned office. Must possess ability to understand various software packages and adapt to changes in technology.
• Ability to learn, apply, and communicate complex policies, procedures, and regulations relevant to assigned office.
• Ability to organize and coordinate office procedures, coordinate the work of others, and prioritize workload; ability to perform complex secretarial and technical tasks within defined deadlines.
• Ability to maintain accurate and orderly records and files.
• Ability to use initiative and judgment in working independently while recognizing matters that should be referred to supervisor.
• Ability to follow written and oral directions.
• Ability to communicate effectively orally and in writing, and to establish and maintain cooperative working relationships with staff, administrators, faculty, students, and others contacted in the course of performing assigned duties.

MEETING MINIMUM QUALIFICATIONS DOES NOT ASSURE THE CANDIDATE OF AN INTERVIEW. Applications will be evaluated taking into account the breadth and depth of relevant education, experience, skills, knowledge and abilities.

DESIRABLE QUALIFICATIONS

• Experience in a community college environment.

Additional Information

SPECIAL CONDITIONS Working hours: Monday - Friday, 7:30am - 4:30pm. Hours may vary according to the assignment.

APPLICATION PROCESS Chaffey College utilizes an online electronic application system. The application can be accessed at The application must be completely filled out in detail and clearly show that you meet the qualifications as set forth in the announcement, and you must upload the following documents:

• Cover Letter
• Resume

CONDITIONS OF EMPLOYMENT This is a full-time, 12-month, classified bargaining unit position. Starting date: as soon as possible. Range 18 of the CSEA Salary Schedule, with a starting salary of Step A, $5,196. Excellent benefit package. Being able and ready to work in-person with Chaffey students, Chaffey employees, or other members of the Chaffey community/Chaffey partners/Chaffey contractors is an essential function of this job.

REQUIRED TESTING INFORMATION Applicants must achieve qualifying scores on tests to be administered by the District. Testing will consist of two parts: Language Arts and General Math. All applicants will be notified via email of the testing day and time or to utilize the online self-scheduling feature. There is additional information regarding testing on the Human Resources main page, "Testing Information" link. Previous passing test scores within one year will be applied and you will not need to retest.