Administrative Assistant

Job Title

The initial assignment will be in the Academic Success & Tutoring Center (ASTC).

Job Description

Under the direction of the assigned supervisor, perform a variety of responsible administrative, clerical, technical and operations support functions of a wide and complex nature. Facilitate communications between the Dean, staff, public agencies, and the community. Employees in this classification receive limited supervision from within a broad framework of policies and procedures. This job class requires skills in written and oral communication, initiative, organization, problem solving and independent judgment. This position is the entry level position to the Administrative Assistant series.

Responsibilities

Representative duties include performing a variety of responsible administrative, clerical, and operational support functions of a wide and complex nature; assisting with department assignment and activities, including but not limited to evaluation documents and temporary and student worker new hire paperwork, maintaining timesheets and confidential personnel documents, scheduling interviews, and reconciling Cal-Card statements.

Assists in collection of relevant data; researches, initiates necessary change, and provide background documentation on matters requiring the administrator's attention; assists in timely completion of the special projects or tasks; and assists in all pertinent matters.

Assists in developing and monitoring department and/or office procedures; recommends course of action for inter-office matters such as personnel, budget, procedures, policies, and special projects.

Assigns work to student workers and temporary personnel as assigned; serves as a resource regarding applicable rules, regulations, and policies and procedures; orders office supplies and assure proper operation of office machines.

Collects and compiles narrative, statistical and financial data, and other information for inclusion into special and period reports. Maintains and updates as required current regulations for all regulated programs.

Establishes and maintain records, filing systems, and logs; monitors staff/faculty calendars as assigned; monitors and records staff/faculty attendance.

Assists in the development and monitoring of the department budget; establishes open accounts, prepares purchase requisitions; maintains equipment inventory; orders equipment, warehouse, and other supplies; resolves invoice discrepancies; initiates, prepares, and submits budget revisions and corrections.

Schedules, and prioritizes meetings, appointments, and special events for the administrator; reserves meeting sites; coordinates travel arrangements; contacts and confirms appointments and meetings; attends meetings and takes minutes as necessary.

Interprets and explains department procedures and policies to school district representatives and the general public; refers callers to the appropriate staff member.

Operates modern office equipment.

Utilizes a variety of accounting, word-processing, graphic/presentation, and database software applications programs.

Prepares, types, formats, edits, and distributes a variety of routine and complex correspondence, reports, memorandums, forms, and department publications; may determine the format and content of written communications.

Receives, opens, and distributes incoming mail; initiates and/or transmits inter-office memorandums and notices.

Provides administrative support in the selection process for student workers and temps. Performs all other related duties as required.

Assists faculty and staff with clerical work as time allows.

Performs job-related duties as assigned.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be equivalent to completion of the twelfth grade supplemented by college-level coursework AND one year of experience in varied administrative support. AND Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, and identities, differing abilities and experiences, and sex, sexual orientation, and gender identity of community college students, faculty, and staff.

Language skills: Ability to read, interpret, apply and explain District and division policies, procedures and regulations. Ability to compile information and write reports, business correspondence, and procedure manuals Ability to read, interpret, apply, and explain program policies and requirements. Ability to write routine reports and correspondence using correct English usage, grammar, spelling, punctuation, and vocabulary.

Mathematical skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning ability: Ability to learn quickly and apply specific laws, regulations, rules, policies and procedures of the department and functions to which assigned. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to analyze situations accurately and use an effective course of action.

Certificates, licenses, registration: None are required for this classification.

Knowledge, Skills and Abilities

Other skills and abilities: Demonstrate knowledge of: The Administrative Assistant shall demonstrate understanding of and proficiency with modern office management practices, procedures, and tools, which may include, but are not limited to, the following:

• Productivity software and web services, particularly the Microsoft Office suite and comparable/compatible word processing, spreadsheet, and email applications;
• Enterprise Resource Planning systems, such as Ellucian's Banner ERP;
• Document management tools, specifically Adobe Acrobat;
• Design and publishing tools and services, such as those in the Adobe Creative Cloud and Canva;
• Web-based remote conferencing services such as Zoom;
• Networked phones, appropriate telephone demeanor, and reception skills;
• Network drives and cloud-based services and storage; backup protocols;
• Meeting agendas, notes, and dictation recorded accurately at an acceptable speed;
• Preparation of documents and other printed materials, including formal business correspondence;
• Proof reading prior to distribution of correspondence, documents, and reports to ensure accuracy and clarity, including use of proper grammar, spelling, punctuation, and formatting;
• Accurate financial and statistical record-keeping that conforms to standardized practices to guarantee accurate data, efficient access and retrieval, and compliance;
• Research methods, methodology, and reporting techniques;
• Scheduling, including the planning, building, and maintenance of complex meeting calendars and class schedules;
• Organization, establishment, and review of work priorities to ensure smooth workflow and compliance with timelines;
• Cooperative and effective working relationships both within and outside the functional area;
• Training and providing work direction to temporary employees, student workers, and colleagues;
• Openness to feedback and willingness to adapt and incorporate feedback constructively to improve performance;
• Confidence to work independently with minimal supervision, exercising discretion and good judgment, and performing work with speed and accuracy.

Physical demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties outlined in this classification, employees in this classification are regularly required to sit for long periods of time, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, stoop or kneel or crouch to file, speak clearly and distinctly to answer telephones and to provide information; and hear and understand voices over telephone and in person. Employees in this classification are frequently required to attend meetings or to pick up or deliver materials at other campus locations. Employees assigned to this classification must regularly lift, carry and/or move objects weighing up to 25 pounds.

Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work assigned to this classification is typically performed in an office environment. While performing the duties of this classification, the employee regularly is subjected to continual interruptions and exposed to the risks of computer-generated video radiation. The work environment is sometimes noisy.